CORRECTED INSTRUCTIONS TO OFFERORS.docx

1. INTRODUCTION:

a. These instructions prescribe the format of Offers. Offers are defined as consisting of both Prime Contractor’s Price Proposal and Prime Contractor’s Technical Proposal. These instructions describe the approach for the development and presentation of the required information and documentation. These instructions are designed to ensure the submission of necessary information and documentation to provide for the comprehensive evaluation of offers.

b. Offerors are cautioned to carefully review this solicitation prior to commencing preparation. For offers to receive full consideration for award, offerors shall ensure that the information and documentation furnished in support of the price proposal and the technical proposal are current, factual, complete, and accurate.

c. Offerors are strictly advised to comply with all instructions within this solicitation to ensure submission of a complete Prime Contractor Offer. Failure to furnish a complete offer per the instructions of this solicitation by the required time and date may result in the Offeror’s proposal being determined ineligible.

d. The Government intends to award without discussions, unless discussions are in the best interest of the Government.

2. CONTRACT TYPE:

a. The awarded contract will be a firm fixed price (FFP) contract.

b. This solicitation is a total SDVOSB set-aside. The offeror MUST have an active Unique Entity Identification (UEI) number and be current in System for Award Management (SAM). SDVOSB firms must be SBA's DSBS and VetCert verified prior to the submission of proposals.

3. SUBMISSION INSTRUCTIONS:

a. Each offeror shall also provide one (1) emailed copy of the technical proposal and one (1) emailed copy of the price proposal, to arrive on or before the due date/time to kristin.tribble@va.gov.

The subject line of the email must cite RFP: 36C26125R0058. In no circumstances shall file size exceed 10MB. Multiple emails are acceptable.

b. Faxed proposals are not permitted under any circumstances.

c. Please ensure you allow time for email transmission.

d. Offerors MUST mark the subject line of the email as 36C26125R0058 Improve Mountain View Security Technical Proposal and 36C26125R0058 Improve Mountain View Security Price Proposal.

e. Offer Due date is July 30, 2025, at 12:00 P.M. Pacific Time.

4. QUESTIONS CONCERNING THIS RFP:

All Requests for Information (RFIs) regarding this RFP shall be submitted in writing and received no later than Wednesday, July 16, 2025, 12:00 pm PDT to allow replies to reach all prospective offerors in a timely manner. All RFIs shall be sent via email to Kristin Tribble at kristin.tribble@va.gov.

5. PRE-PROPOSAL 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 performing these services. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Site visit will be held Wednesday, July 9, 2025, 10:00 am PDT.

6. PROPOSAL FORMAT:

a. All commitments made in the proposal may become a part of the resultant contract. The data submitted with each proposal shall be complete and concise, but not overly elaborate. Reliance on promotional brochures is discouraged.

b. The Technical Volume shall not exceed the page limits stated herein. If the page limits are exceeded, the pages in excess of the limit will not be read or considered. Page limits for entire Technical Proposal shall not exceed thirty-five (35) pages front and back. The CPARS/Past Performance questionnaires do not count as part of the 35 pages.

c. Page Limits Shall Include: All appendices, charts, graphs, diagrams, tables, photographs, drawings, etc. except as noted in the instructions. Text lines will be single-spaced.

d. Emailed proposals shall be prepared on standard 8.5 x 11-inch format (charts may be landscaped but must be on 8.5 x 11-inch format) and shall be in a legible font size (11 or 12 point). All pages of each proposal shall be appropriately numbered and identified with the RFP number. For ease of reference, consecutive page numbering with tabs is required.

e. Email Copy: Provide one (1) email copy of the complete proposal (Volumes 1 and 2) as specified above.

f. Indexing: Each volume will contain a “Table of Contents” for that volume. The “Table of Contents” will identify major elements of technical and price proposals. Tab indexing will be used to identify Sections as appropriate. Table of Contents and Tab indexes do not count toward page limitation.

g. Offerors may, at the discretion of the Government, be asked to provide information for clarification purposes regarding their proposals. Requests for such clarification information do not constitute discussions.

h. The offeror shall be held responsible for the validity of all information supplied in their proposal, including information provided by potential subcontractors. Should subsequent investigation disclose that the fact and conditions were not as stated, the proposal may be rejected and receive no further consideration.

i. If revised proposals are requested, the number of revised copies to be submitted shall be the same as those of initial proposals unless stated otherwise.

7. PROPOSAL VOLUME CONTENTS:

TECHNICAL VOLUME (BINDER - 1): Include the following information on the cover:

Company Name Improve Mountain View Security

RFP: 36C26125R0058

Volume 1 – Technical Proposal

BINDER INDEX:

Tab 1: Technical Management Approach Tab 2: Key Personnel Experience, as specified ...

Tab 3: Schedule/Phasing Approach, as specified ...

Tab 4: Corporate Project Experience, as specified Tab 5: Relevant Past Performance, as specified ...

Tab 5: VAAR 852.219-75

a. The Technical volume shall include necessary information regarding the offeror’s ability to perform requirements outlined in the solicitation. Failure to provide a Technical Proposal in accordance with the solicitation instructions shall render an offeror’s proposal incomplete and ineligible for award.

b. Similar scope and complexity, when referred to in the evaluation factors, is defined as projects that consist primarily with Modular Swing spaces, HVAC, Flooring (same type) and trailer swing space components, modernization, repair, and maintenance.

c. Similar magnitude (size), when referred to in the evaluation factors, is defined as projects that were valued between $250,000 and $500,000.

d. The project personnel included in the offer shall be the personnel that are assigned to the project for the entire project. In the event a substitution must be made during the course of the project, the contractor shall submit to the contracting officer a request that includes a resume of the proposed substitution that indicates the person meets all of the qualifications in the evaluation factor included in this solicitation.

e. This project requires four positions be assigned: Project Manager, Superintendent, Safety Officer, and Quality Control Officer. The Superintendent must be a full-time and dedicated only to this project. The Superintendent must perform full-time in this role and no other role. The Superintendent must not perform other duties or responsibilities, i.e., safety officer, quality control officer, job site or home office project manager during the project duration.

f. The letter of intent for project personnel shall contain the following information:

i. Current Employees - Letter that is signed by both the employee and contractor that lists the solicitation the contractor is proposing on and their proposed roll on the project.

ii. Potential Employees - Contractor must provide a letter of intent signed by both the Contractor and potential employee that lists the following:

1. Specific solicitation/project being offered on

2. The position the proposed employee will be taking

3. Statement that the proposed employee has NO known conflicts that would prevent him or her from completing this project if awarded and that this person possesses the skills necessary to perform the required tasks as assigned

g. If proposing as a joint venture, a copy of the executed joint venture agreement shall be included with the proposal.

PRICE VOLUME (BINDER – 2): Include the following information on the cover:

Company Name Improve Mountain View Security

RFP: 36C26125R0058

Volume 2 – Price

BINDER INDEX

*Note: Offerors are responsible for insuring and verifying their offer and all required documents are received at the address designated in block 8 of the SF1442 Solicitation (and further specified directly below) by the date and time specified in block 13A of the SF 1442 Solicitation (subject to amendment).

PROSPECTIVE CONTRACTORS’ RESPONSIBILITY: Purchases shall be made from, and contracts shall be awarded to, responsible prospective contactors only. The presumed winning offer must be determined as “Responsible” by the Contracting Officer in accordance with FAR Part 9, Contractor Qualifications. To aid in making this determination, offerors shall provide:

1. Safety & Environmental Record information as specified below

2. Experience Modification Rate (EMR) information as specified below

3. Completed Representations and Certifications; FAR 52.204-8, and 52.209-7. (See Section K of RFP as appropriate).

This information, along with other information obtained from Government systems, such as the OSHA and EPA online inspection history databases will be used to make the Determination of Responsibility. Failure to affirm being within the guidelines below or submit this information may result in a determination of non-Responsibility and make the offer ineligible for award. The Contracting Officer will obtain additional information as needed and specified in FAR 9.105-1 to make the Determination of Responsibility, to include, but not limited to the Federal Awardee Performance and Integrity Information System (FAPIIS), Excluded Parties List System (EPLS) and Past Performance Information Retrieval System (PPIRS).

PER VHA DIRECTIVE 7715 (06 April 2017: SAFETY & ENVIRONMENTAL RECORD AND EXPERIENCE MODIFICATION RATE (EMR): To be eligible for consideration and award, the contractor shall have no more than three serious, or one repeat, or one willful OSHA or EPA violation(s) in the past 3 years and have an EMR of equal to or less than 1.0.

All offers shall submit the following information pertaining to their past Safety & Environmental Record and EMR with their proposal.

1. SAFETY & ENVIRONMENTAL RECORD: A self-certification on company letterhead that the Offeror has no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or any EPA violation(s) in the past three years.

1. EMR: All offerors shall submit information regarding their current EMR. This information shall be obtained from the Offeror’s insurance carrier and be furnished on the insurance carrier’s letterhead. If an offeror’s EMR is above 1.0, Offeror must submit a written explanation of the EMR from its insurance carrier furnished on the insurance carrier’s letterhead, describing the reasons for the EMR, and the anticipated date the EMR may be reduced to 1.0 or below.

ADDITIONAL SOLICITATION INFORMATION: See Provision 52.236-27 for specific information regarding the project pre-proposal site visit. This pre-proposal site visit will be the only opportunity for potential offerors to visit the site. All potential contractors, subcontractors, and suppliers are strongly encouraged to attend this pre-proposal site visit.

REQUEST FOR INFORMATION (RFI): To obtain clarifications and/or additional information concerning the contract requirements, submit a written RFI utilizing the RFI Form included in this RFP, and send it via email to kristin.tribble@va.gov. See RFI Form for specifics.

RFIs will be responded to as necessary in amendment format and will be posted on FBO (now called Contract Opportunities). Deadline for submission or RFIs for this RFP is July 16, 2025, at 12:00 AM Pacific Time. No questions will be answered after this date/time unless determined to be in the best interest of the Government as determined by the Contracting Officer. Telephone request for information will not be accepted or returned.

SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Regulations require that federal contractors register in the System for Award Management (SAM) database at https://sam.gov/SAM/ and enter all mandatory information into the system. Award cannot be made until the contractor has been registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their offer. (See FAR 4.1102)

ADDITIONAL VET CERTIFICATION INFORMATION:

(a) Eligibility of SDVOSBs continues to be governed by the Small Business Administration regulations, 13 CFR subparts 125.8 through 125.13, as well as the FAR, except where expressly directed otherwise by the VAAR, and 38 CFR verification regulations for SDVOSBs.

(b) At the time of submission of offer, the offeror must represent to the contracting officer that it is a—

(1) SDVOSB concern

(2) Small business concern under the North American Industry Classification System (NAICS) code assigned to the acquisition; and

(3) Verified for eligibility in the VIP database (https://www.vip.vetbiz.va.gov/).

(c) A joint venture may be considered an SDVOSB or VOSB concern if

(1) At least one member of the joint venture is an SDVOSB or VOSB concern and makes the representations in paragraph (b) of this section.

(2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement.

(3) The joint venture meets the requirements of paragraph 7 of the size standard explanation of affiliates in FAR 19.101; and

(4) The joint venture meets the requirements of 13 CFR 125.15(b), modified to include Veteran-owned small businesses where this CFR section refers to SDVOSB concerns.

(d) Any SDVOSB or VOSB concern (nonmanufacturer) must meet the requirements in FAR 19.102(f) to receive a benefit under this program.

JOINT VENTURES: See 13 C.F.R. § 121.103(h)

(h) Affiliation based on joint ventures. A joint venture is an association of individuals and/or concerns with interests in any degree or proportion consorting to engage in and carry out no more than three specific or limited-purpose business ventures for joint profit over a two-year period, for which purpose they combine their efforts, property, money, skill, or knowledge, but not on a continuing or permanent basis for conducting business generally.

This means that a specific joint venture entity generally may not be awarded more than three contracts over a two-year period, starting from the date of the award of the first contract, without the partners to the joint venture being deemed affiliated for all purposes. Once a joint venture receives one contract, SBA will determine compliance with the three awards in two years rule for future awards as of the date of initial offer including price.

As such, an individual joint venture may be awarded more than three contracts without SBA finding general affiliation between the joint venture partners where the joint venture had received two or fewer contracts as of the date it submitted one or more additional offers which thereafter result in one or more additional contract awards. The same two (or more) entities may create additional joint ventures, and each new joint venture entity may be awarded up to three contracts in accordance with this section. At some point, however, such a longstanding inter-relationship or contractual dependence between the same joint venture partners will lead to a finding of general affiliation between and among them.

For purposes of this provision and in order to facilitate tracking of the number of contract awards made to a joint venture, a joint venture must be in writing and must do business under its own name, and it may (but need not) be in the form of a separate legal entity, and if it is a separate legal entity it may (but need not) be populated (i.e., have its own separate employees). SBA may also determine that the relationship between a prime contractor and its subcontractor is a joint venture, and that affiliation between the two exists, pursuant to paragraph (h)(4) of this section.

NOTICE TO PROCEED (NTP): A notice to proceed (NTP) shall be issued after award of a fully executed contract. The NTP date and time are “to be determined” after award to a successful offeror. Primary factor in determination to issue NTP shall be the Prime Contractor submission of, and the Government review and approval of both Payment and Performance Bonds, both of which are enforceable legal documents.

SECURITY REQUIREMENTS (GENERAL):

1. All personnel employed by the contractor in the performance of work, issued under this contract, or any representative of the contractor shall abide by all security instructions and directives of the Department of Veterans Affairs. Employees are responsible for safeguarding all government property provided for contractor use.

1. At the close for each work period, government facilities, equipment and materials shall be secured, lights, and all doors and window secured.

1. The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the station/campus and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified during background checks.

1. Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Employees and subcontractors later found to be undocumented or illegal aliens will be remanded to the proper authorities.

1. Contractor Badge Policies: All requests for contractor ID badges will be submitted through the station Police/Security office.

1. Vehicle registration, proof of insurance and a valid driver’s license must be presented for all vehicles while operating on the station/campus. All vehicles entering the station/campus are subject to search. Any refusal or non-consent by an employee will result in termination of their access and immediate confiscation of their ID badge.