52.212-1 Instructions to Offerors - DHR Admin Services FY27-30.pdf

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

This Addendum supplements and, where noted, supersedes the instructions in FAR 52.212-1 for this Request for Quotes (RFQ).

Important Items:

Contract Specialist: Ashley Arensdorf ashley.i.arensdorf.civ@army.mil

Contracting Officer: William Byrne william.a.byrne.civ@army.mil

Request for Quote (RFQ) Deadline: 16 November 2026 @ 7:00 AM EST

Questions Deadline: 21 October 2026 @ 7:00 AM EST

A) General

1. Procurement Mechanism: This is a competitive Request for Quotes (RFQ) issued as an open-market commercial acquisition posted on SAM.gov under the authority of FAR Part 12 (Acquisition of Commercial Products and Commercial Services), FAR Subpart

13.5 (Simplified Procedures for Certain Commercial Items), and FAR Subpart 19.8 (Contracting with the Small Business Administration –The 8(a) Program) to perform services in accordance with the Performance Work Statement (PWS).

2. Set-Aside Designation: This requirement is competed as a 100% Small Business Set- Aside under the SBA Section 8(a) Business Development Program. Competition is open to all qualified and eligible 8(a) certified small business participants active in the System for Award Management (SAM.gov).

3. Contract Type: Single-award, Firm-Fixed-Price (FFP) Commercial Purchase Order.

4. Contract Terms and Conditions: The terms, conditions, clauses, and provisions incorporated in this solicitation (including standard commercial clauses FAR 52.212-4 and FAR 52.212-5, along with applicable agency supplements) will govern the resulting Purchase Order.

5. Evaluation Basis: Quotes will be evaluated using the criteria under FAR Clause 52.212-2 (Evaluation - Commercial Items).

6. Acceptance of Terms: The submission of the documentation specified below will constitute the quoters acceptance of the terms and conditions of the RFQ, concurrence with the PWS and contract. Non-concurrence with any portion of the terms and conditions, PWS, or contract type must be clearly stated in the submission package.

7. Quote Preparation Instructions: Instructions outlined in the Quote Preparation Instructions below prescribe the format for the quote and describe the approach for the development and presentation of quote data. These instructions are designated to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of quotes. It is the Government's intention to award without discussions. Quoters are encouraged to present their best Technical, Past Performance, and Price in their initial quote submission.

8. Discrepancies and Inquiries: If a quoter believes the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the quoter shall immediately notify the Contract Specialist and Contracting Officer in writing with supporting rationale.

9. Records Retention: In accordance with FAR Subpart 4.2 (Contract Records and Retention) and Federal records retention guidelines, the Government will retain all unsuccessful quotes within the official contract file.

10. Special Contract Provision: Phase-In/Transition Period: The Contractor shall execute a 30-working-day phase-in immediately to achieve Day-1 operational readiness without service interruption. During this period, the Contractor shall provide at least one

(1) key person on-site to conduct orientation, process CAC/security badges, and complete the joint incidental property inventory (PWS 3.5). All phase-in activities are incidental to mobilization and shall be included within the FFP Base Period.

B) Quote Submission Instructions

1. Quoters are required to submit a completed solicitation (including acknowledgement of all Amendments). Failure to follow the Quote Preparation Instructions may cause your quote to be deemed non-compliant by the government.

2. Offeror's Quote shall consist of three (3) separate volumes (see content descriptions below). Quote shall be restricted to thirty-five (35) pages including Volume 1 - General;

Volume 2 - Technical Proposal & Past Performance, and Volume 3 - Pricing. Volume 3 shall be a separate file from Volume 1 & 2. Failure to adhere to this may result in the quote being deemed non-compliant at the discretion of the government. Volume 3 may be on the provided Excel spreadsheet (preferred) or a PDF.

Quoters shall submit their quote IAW below.

C) Quote Submission Format and Content

1. Offeror's Quote shall consist of three (3) separate volumes. General, Technical/Past Performance and Price

2. Quote format. The quotes shall be organized into three (3) volumes. All text shall be single spaced and printed black and on white paper (Black and white requirements do not apply to graphics, photos, etc., Company stationery and logos are acceptable). Printing shall be easily readable (12-pitch type or 10-point proportional spacing). Cross references should be utilized to preclude unnecessary duplication of data between sections. Digital copies shall be provided in searchable PDF Format. Excel workbooks/spreadsheets shall comply with the allowable page size requirement. Formulas shall be unlocked.

3. File names will be named in the following naming convention format: "Company Name" - Volume #, for the first submission. File name of later submissions (if necessary) shall be "Company Name - Volume # - Revision #)

4. Page limits are as follows:

Volume 1-page limits are 10 pages

Volume 2-page limits are 25 pages

Volume 3-page limits are N/A - must be a separate file

5. Quote Limitations: The quote pages shall not exceed the limits stated above. If the page limits are exceeded, the pages more than the limit will not be read or considered for evaluation purposes. The Government will not accept any changes to the contractor's proposal after the closing date of the solicitation.

6. What counts as a page: A page shall be an 8 1/2 x 11 sheet of paper. When both sides of a sheet display printed material, it shall be counted as two pages. Letter size and spacing requirements for illustrations and tables can be at the discretion of the

Offeror; it must be easily readable. Any foldouts exceeding the size identified as what is to be considered a page, will be counted as the appropriate number of pages based on an 8 1/2 x 11 sheet of paper. Use at least 1-inch margins on the top and bottom and 3/4-inch side margins. The Offeror shall number each page to eliminate any confusion. In the event the contractor creates an ambiguity in their number of pages, the Government may exercise its own discretion in counting pages.

D) VOLUME 1: GENERAL

The General section shall include all other information to include acknowledgement(s) and signed Amendment(s), Representation & Certifications, Exceptions, and any other information not applicable to Volume 2 or 3.

E) VOLUME 2 – TECHNICAL PROPOSAL & PAST PERFORMANCE

1. Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Quote. Legibility, clarity and coherence are very important. Quoters shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the quotation.

2. Technical submission will be evaluated against the Technical Factors of this solicitation. The Government will base its evaluation on the information presented in the technical submission. Contractors shall detail all of their experience and capabilities.

3. The Technical submission should be prepared in a format consistent with the PWS and the evaluation criteria set forth in this solicitation. The Technical submission should be sufficiently specific, detailed, and complete to clearly and fully demonstrate understanding of the proposed work and the goals of the PWS.

4. Key Personnel resume(s) shall be included as part of Volume 2. Letter authorizing use of an individual's key personnel resume must be provided with resume submission.

5. Resumes submitted will be evaluated for demonstrative experience in key areas as specified in the evaluation criteria listed in Addendum to FAR 52.212-2.

F) VOLUME 3: PRICE

1. The price volume must be a separate file.

2. The offeror shall submit a complete pricing proposal.

3. All CLINs shall be priced, including all option years

4. Price shall be evaluated using price analysis techniques in accordance with FAR Part

12. Price will not be evaluated for quoters with a technically unacceptable rating.