09.11_Attachment_D_-_RFQ_Instructions.docx

U.S. Immigration and Customs Enforcement 1 Attachment D: RFQ # 70CTD018Q00000252

U.S. Department of Homeland Security

TO: eCLINICALWORKS

Subject: Ecw sOFTWARE LICENSES AND OPERATIONS AND

DATE: June 5, 2019

The Department of Homeland Security (DHS), U.S. Immigration and Customs Enforcement (ICE), Office of Acquisition Management (OAQ), Information Technology Division (ITD) is issuing the subject Request for Quote (RFQ) for “eCLINICALWORKS Software Licenses and Operations and Maintenance Support” for Office of Enforcement Removal Operations (ERO). The anticipated award date for this single, Firm-Fixed Price (FFP) with reimbursable travel contract line item numbers (CLINs) is approximately September 9, 2019.

This RFQ will be conducted in accordance with Federal Acquisition Regulation (FAR) 6.302-1, “Only one response source and no other supplies or services will satisfy agency requirements” Justification for Other Than Full and Open Competition. Listed below are the three (3) attachments associated with this RFQ:

Attachment A – Performance Work Statement Attachment B – Terms and Conditions Attachment C – IGP Comprehensive Contract Clause

This document provides the Instructions to Quote and Evaluation Factors for Award.

1.0 INSTRUCTIONS, CONDITIONS AND NOTICES TO QUOTE

1.1 GENERAL CONDITIONS

ICE/OAQ is releasing this RFQ in electronic format only. The Government will not be obligated to pay any cost incurred by a contractor in the preparation and submission of a quote in response to this RFQ.

1.2 GENERAL INFORMATION

1.2.1 Points of Contact (POC). All correspondence in conjunction with this RFQ shall be directed solely to the Government Contracting Officer identified below:

1.2.2 Submissions. A submission shall be submitted electronically to the POCs identified in Section 1.2.1. Electronic copies shall be formatted using Microsoft Office, versions 2003 or 2007 only, with file names that are consistent with the structure of the submission. Individual file sizes shall not exceed 5 MB and the submission must include the RFQ Number in the subject line of the e-mail. Please do not use passwords to protect submitted files. Please ensure that all electronic files submitted have been scanned for viruses prior to submittal. Each volume shall be complete so that the evaluation of one volume may be accomplished independent of others. All quote material must contain the Quoter’s name, RFQ Tracking Number, and Volume name (e.g. Technical Quote and Cost/Price Quote). The entire email size shall not exceed 30 MB.

1.2.3 Submission Due Date. Quote must be received no later than 5:300 PM ET on Friday, July 26, 2019. Late submissions will not be considered unless doing so is determined to be in the best interest of the Government as determined by the Contracting Officer.

1.2.4 Questions. The cutoff date for questions about this RFQ is five (5) business days after release of the RFQ at 12:00 PM ET. Quote must email all questions to the Points of Contact identified in Section 1.2.1. The Contracting Officer is not obligated, but reserves the right, to answer questions received after the cutoff date. Questions shall be submitted in the format and application provided below:

1.3 QUOTE DOCUMENTS

1.3.1 Page Limitations. The cover letter, title page, table of contents, table of figures, list of tables, key personnel resumes and glossary of abbreviations & acronyms do not count against page count limitations. Quote contents that exceed the stated page limitations will be removed by the Contracting Officer prior to evaluation and will not be considered. See Section 1.3.3 for the applicable page limits.

1.3.2 Format. Text shall be single-spaced, on 8½” x 11” paper (except as specifically noted), with a minimum one-inch margin all around. Pages shall be numbered consecutively. Quote may use 11” x 17” sized fold-out pages for tables, charts, graphs, or pictures that cannot be legibly presented on 8½” x 11” paper. An 11” x 17” page is a two-sheet equivalent (with regards to the page count limitations). Print shall be of a minimum 12-point font size or a maximum 10 characters per inch spacing. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.

1.3.2.1 Quote shall supply all information in the sequence and format specified in the table below. Any response in which material information requested is not furnished, or where indirect or incomplete answers or information are provided, may be considered non-compliant and removed from further consideration.

1.3.2.2 Any requested information placed outside of the designated Volume will not be considered or evaluated under that Factor, regardless of whether it is located somewhere else in the quote.

1.3.2.3 Quote that do not complete the required clauses in Volume 2 – Price - will be considered non-compliant and eliminated from further consideration.

1.3.3 takING exception to any RFQ term or condition may render a Quote ineligible for award.

1.3.4 Volumes and Organization. The following are further descriptions of the information that shall be provided with the quote.

2: Application Management Support

3: Past Performance

Overall Page Limit: Fifty (50) pages

Excluded from Overall Page Limit: Cover Letter

4: Price

1.3.5 VOLUME 1: Cover Letter. The quote shall include the following:

1. RFQ Number & Title,

2. Name and address of vendor,

3. Name, telephone number & e-mail address of main point-of-contact,

4. Name of your contract administration office,

5. Date of submission,

6. Name, title and signature of authorized representative

7. GSA Schedule Contract Number

8. The validity period of the quote

All assumptions (especially technical or pricing) to the RFQ must be identified in this section. Assumptions identified in other areas of the RFQ will not be considered.

1.3.6 VOLUME 1: Technical. The quote shall contain a clear, concise, and complete description of the technical approach to the PWS.

Technical Approach shall be evaluated to determine the extent to which the Quoter’s approach will achieve the objectives of the Office of Enforcement Removal Operations (ERO) and to the extent in which it provides a through and relevant plan for managing, overseeing, and accomplishing performance as outlined in the SOO.

1.3.7 VOLUME 2: Price.

1.3.7.1 Section B “Pricing Schedule.” Quote shall provide a Pricing Schedule in Microsoft Excel format in accordance with the following:

1. All prices shall be rounded to two (2) decimal places, with rounding occurring in individual cells not at the end of calculations.

2. Quote shall not hide or lock cells in the template.

1.3.7.2 Narrative Pricing Information. Quote shall provide a narrative explaining the methodology for the pricing estimates in the Pricing Schedule. While the Government expects that this RFQ will be awarded based upon price competition, in order to determine that prices are fair and reasonable, the Government reserves the right to request that the Quoter provide a cost breakdown to support proposed prices.

2. EVALUATION FACTORS FOR AWARD

2.1 Basis for Award. The Government intends to award a contract to the responsible Quoter whose quote conforming to the RFQ offers the best value to the Government, price and non-price factor considered. The Government will determine which Quoter provides the greatest overall benefit in terms of the evaluation factors stated below and will use the evaluation process described below to arrive at this determination.

2.2 Streamlined Ordering. ICE reserves the right to contact Quote to obtain additional information regarding their quotes. In the event that negotiations are necessary, ICE does not intend to establish a “competitive range” or hold discussions. ICE reserves the right to negotiate any aspect of quotes (price or non-price related) if it is determined to be in the best interest of the government. Quote are strongly encouraged to submit their best technical and price quotes.

2.3 Evaluation Methodology. ICE intends to use a single-phase approach for evaluating quotes as described below:

2.3.1 Evaluation. ICE will evaluate the following factors in descending order of importance:

· FACTOR 1: COTS Product’s Functionality

· FACTOR 2: Application Management Support

· FACTOR 3: Past Performance

· FACTOR 4: Price

The Government will identify the “benefits” and “risks” associated with Factor 1 as defined below:

Quote shall demonstrate their ability to support the PWS tasks and support their written responses to the non-price factor.

The government will identify the “benefits” and “risks” associated with the Technical Approach to select the vendor that is best suited to fulfill the requirements, based on the factors outlined below in descending order of importance:

· FACTOR 1: COTS Product’s Functionality

· FACTOR 2: Application Management Support

· FACTOR 3: Past Performance

· FACTOR 4: Price

Non-price factors are significantly more important than price. All non-price factors are listed in descending order of importance.

2.4 Evaluation Criteria.

The Government will evaluate the following:

2.4.1 Technical Approach. The Government will evaluate whether the Quoter’s approach reflects an understanding of the requirements; sound, practical, and feasible methods to accomplish all tasks. The Government will assess that the Quoter understands the requirement, has a sound approach to the work, and will be successful in performing the work.

2.4.1.1 COTS Product’s Functionality. The Government will evaluate the quoter’s explanation of its COTS product’s functionality for federal correctional facilities and in accordance with the PWS requirements.

2.4.1.2 Application Management Support. The Government will evaluate the quoter’s explanation of its application management support for federal correctional facilities and in accordance with the PWS requirements.

2.4.1.3 Past Performance. The quoter shall provide adequate information describing their past performance on their contracts. The information provided shall include the ability to provide software licenses and operation and maintenance support services of the same magnitude and complexity as this procurement and include the information listed below:

a) Successful delivery of operations and maintenance support.

2.4.2 Price. The Government will not assign an adjectival rating, but will evaluate Price with respect to accuracy, reasonableness, and completeness based on information submitted in the Quoter’s price submission. Should an award be made from this solicitation, it will be issued as as a Firm-Fixed Price (FFP) with reimbursable travel CLINs contract. The Quoter shall provide one (1) electronic copy of the Price Volume (Volume 2). The Price Volume (Volume 2) does not have a page limit. Offeror shall not include technical information in the pricing volume. The Government expects to see specific information necessary to support the offeror’s firm fixed price quote and to ensure that the Government can perform adequate price analysis. Please provide your best price for the products and services required in the PWS.

2.4.2.1 Accuracy. The Government’s will assess the accuracy of the quote, which involves verification that: 1) figures are correctly calculated and 2) prices are presented in the adequate format.

2.4.2.2 Completeness. Price quotes shall be evaluated for completeness by assessing the responsiveness of the proposed price, by assessing the level of detail of the Quoter-provided data for all requirements in the PWS and assessing the traceability of estimates. For the price data to be complete, the Quoter, or its subcontractors, must provide all the data necessary to support the offer. The amount of data needed may vary depending on the requirements.

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