693JF724Q000010 USMMA Provist Offeror Instructions 08052024.pdf

U.S. Department of Transportation

1200 New Jersey Ave, S.E.

Washington, D.C. 20590

MARITIME

ADMINISTRATION

693JF724Q000010

Executive Search Services –

U.S. Merchant Marine Academy (USMMA) Provost

Instructions to Offerors Addenda to the Combined Synopsis and 52-212-1

August 5, 2024

Instructions to Offerors-Commercial Products and Commercial Services – Addenda

This is a multi-phased source selection process.

Phase I will be an involuntary down-select process in which Offerors will receive a notice of competitive viability. An offeror not selected to proceed to Phase II will not be further considered for award. Competitive Viability will be determined by considering the combination of past experience specific to the requirements of the PWS and Key Personnel resumes.

Each offeror’s quote submitted in response to this solicitation shall be prepared in four volumes as delineated in the table below. Each of the volumes and parts shall be separate and complete.

Failure to meet or comply with either the Phase I or Phase II submission requirements could result in a determination of non-responsiveness at each Phase respectively and, therefore, not eligible for award.

Volume Overview and Instructions Quotes shall be in PDF from Volume I -IV, font size 12, Times New Roman.

See (xv) of the Combined Synopsis for quote submission instructions.

RFQ

Phase

Volume Number

Volume Title Page/Time Limit

Phase I I Administrative: Prepared in accordance with FAR52.212-1 (b) and (c). (Price is submitted in Volume IV.) (Past Performance is submitted in Volume II.)

Up to 3 pages, excluding Offeror Representations and Certifications)

Phase I II Past Performance and Key Personnel Resumes (Factor 2)

Past Performance: Up to 2 pages per Example, Up to 3 Examples

Key Personnel:

Up to 5 pages per resume

II

III

(If invited to participate in

Phase II)

Factor 1: Technical Sub-Factor 1: Technical Approach Sub-Factor 2: Oral Presentations (No written response.)

Sub-Factor 1:

Technical Approach Up to 6 pages

Sub-Factor 2:

Oral Presentations Update 90 minutes

II

IV Price Quote (Factor 3) Up to one page (Excel, Word or .pdf)

Phase I Volume Submission Instructions

Phase I of the acquisition is initiated upon the release of the RFQ at SAM.Gov. In response to Phase I of the RFQ, offerors shall submit Volume I and Volume II of their quotes on or before the due date specified for Phase I.

VOLUME I – Administrative shall include the information required by 52.212-1 (b) and (c).

(Note: Price shall be submitted during Phase II, if invited to participate.)

VOLUME II: Past Performance and Key Personnel (Factor 2)

a. Past Performance: The Offeror shall identify up to three past contracts (successfully completed within three years of the issuance of the RFQ) for past projects which demonstrate the Prime Offeror’s expertise which is directly relevant to the requirements of the PWS. The examples could include Federal, State, and local government and private customers. At least one example should represent a past experience which led to the successful recruitment of Provost. All examples shall include pertinent confirming information.

b. Key Personnel Resume: The offeror shall submit the resume of the proposed Senior Principal which demonstrates experience within the past five years, that led to successful Provost or other higher-education Chief Academic Officer recruitments.

Phase II Volume Submission Instructions (If invited to participate.)

Instructions for how to submit the Technical Approach and how to prepare for Oral Presentations will only be issued to quotes determined to be viably competitive following Phase I. DO NOT SUBMIT A

TECHNICAL APPROACH UNTIL INVITED TO DO SO BY THE CONTRACTING OFFICER.

Phase II Technical Approach and Oral Presentations (If invited to participate.)

Volume III: Technical Approach and Oral Presentations (Factor 1)

Written Technical Approach shall be specific, detailed, and complete to clearly and fully demonstrate that the offeror has a thorough understanding of the requirements set forth in the solicitation. The technical approach shall address the following, at a minimum:

- The strategies the firm will use to advertise the position and to recruit a robust pool of strong candidates.

- The firm’s approach to the search process

- The firm’s approach to candidate communication, cultivation, curation, confidentiality, and care.

- The firm’s methods for ensuring candidate communication, cultivation, curation, confidentiality, and care are fair and equitable.

- The firm’s process for assuring that candidates meet both standards of candidates possessing Academic Standing for an Institution of Higher Education while also possessing the qualities of an SES.

Oral Presentations (Not a written document.): Offerors invited to participate in Oral Presentations will be allowed up three company participants and should be prepared to brief the highlights of its proposed technical approach. The proposed Key Personnel/Principal shall be prepared to answer questions presented by the Government. If invited, Offerors will be provided additional instructions including date, time, etc. for the virtual presentations via MS Teams similar platform.

Volume IV: Price (Factor 3)(If invited to participate.)

Offerors shall prepare a Firm-fixed price quote which includes all supplies and services necessary to fulfil the requirements of the PWS. Information on how/when to submit the price quote will be provided to Offerors invited to participate in Phase II.

Expenses incurred for the preparation of any portion of the quote submitted, will not be reimbursed.