Attachment_2_-_Instructions_to_Offerors.pdf

U.S. Department of Homeland Security Region VIII Denver Federal Center, Building 710 P.O. Box 25267 Denver, CO 80225-0267 www.fema.gov

INSTRUCTIONS TO OFFERORS

The Government intends to award one (1) Labor-Hour contract at a fixed-price hourly rate, to be made to a single, responsible, responsive offeror whose quotation conforms to the solicitation requirements, and provides the “Best Value” to the Government, using a Tradeoff Process based on both price and non-price factors. Failure to include all required information, in detail, may be cause to find an offeror’s bid non-responsive. The Government intends to evaluate submissions and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary

EVALUATION CRITERIA

Relative Importance of Evaluation Factors:

All Non-Price evaluation factors, other than price, when combined, are approximately equal in importance. The Government may elect to accept other than the lowest priced quotation when the perceived benefits of a higher priced quotation merit the additional cost.

All Non-Price evaluation factors, when compared to price, are considered equal in importance.

NON-PRICE EVALUATION FACTORS

1. Understanding and Compliance of the Requirement:

The proposal should address each work area in sufficient detail to demonstrate a clear understanding of the Statement of Work. The offeror should provide evidence of sufficient planning to show that work will be accomplished as required and on schedule, utilizing all available resources.

2. Prior Experience:

Prior Experience is differentiated from “Past performance” in that Prior Experience is factual, documented information about specific work the offer has performed. Prior Experience is not a measure of how well the contractor performed the work. The offeror’s quotation shall address the following criteria:

Offeror’s shall provide information for at least three (3) projects, completed within the last five (5) years, of similar size, complexity, and nature of services being requested.

Denver Federal Center, Building 710

Details must include the date of the project, the name and location of the client, contact name and telephone number, and a description of the services that were performed.

3. Past Performance:

Past Performance is relevant information concerning the contractor’s actions under previously awarded contracts.

For each project, the offeror shall provide information indicating what their responsibilities were and specifics on deliverables.

FACTORS OTHER THAN NON-PRICE

See “Pricing Sheet” – Fixed-price hourly rate

Denver Federal Center, Building 710

EVALUATION APPROACH

All quotations shall be subject to evaluation to determine the offeror’s ability to provide services to support the requirements discussed in the Statement of Work. The evaluation process will consider the following:

Understanding and Compliance of the Requirement Evaluation Approach:

- This evaluation will assess the offerors ability to demonstrate a firm understanding of the requirements and goals set forth in the Statement of Work. The Government will assess any technical solutions to indicate that the requirements and goals will be met on schedule. The following matrix will be used for rating this approach:

DESCRIPTOR DEFINITION

Excellent Proposal indicates an exceptional understanding of the requirements and contains multiple strengths. The proposal clearly shows that the offeror assents to the material terms of the RFQ. The evaluators found that It indicates that the offeror would exceed our expectations

Good Proposal indicates an exceptional understanding of the requirements and contains at least one strength. The proposal clearly shows that the offeror assents to the material terms of the RFQ. The evaluators found that It indicates that the offeror would satisfy, or be better than, our expectations.

Acceptable Proposal meets requirements and indicates and adequate understanding of the requirements. The contracting officer found that the proposal clearly shows that the offeror assents to the material terms of the RFQ. The evaluators found that It indicates that the offeror would moderately meet our expectations.

Unacceptable Proposal does not meet the requirements of the solicitation, and contains one or more deficiencies. Proposal is unawardable.

Prior Experience Evaluation Approach:

-The Prior Experience evaluation will assess the validity of the offeror’s prior history of providing services similar to those of this solicitation.

Low Risk Offerors has demonstrated substantial relevant prior experience and quality in all task areas within the applicable solicitation. Based on the Offeror's prior experience, essentially no doubt exists that the Offeror will successfully perform the required efforts. Little or no Government oversight is expected to be required in achieving the proposed level of performance.

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Moderate Risk Offeror has demonstrated some relevant prior experience in all task areas within the applicable solicitation. Offeror has experienced some quality problems in some of the relevant prior experience. Based on the Offeror's prior experience, some doubt exists that the Offeror will successfully perform the required efforts. Some Government oversight is expected to meet the contract requirements.

High Risk Offeror has not demonstrated relevant prior experience in all task areas within the applicable solicitation. Offeror has experienced substantial quality problems in some of the relevant task areas. Based on the Offeror's prior experience, extreme doubt exists that the Offeror will successfully perform the required efforts. Regardless of the degree of Government oversight or intervention, successful performance is extremely doubtful.

Unknown Risk No performance record identifiable (see FAR l5.305(a)(2) (iv)) within the majority of the task areas in the applicable solicitation.

Past Performance Evaluation Approach:

-The past performance evaluation will assess the relative risks associated with the likelihood of success of an offeror in performing the solicitation requirements as indicated by that offeror’s record of past performance. The Government will assess the recent, relevant performance for each offeror. The Government will evaluate: quality of products/services, schedule, cost, business relations, and management of key personnel.

Offeror’s without a record of relevant performance or for whom no performance information is available will not be rated favorably or unfavorably on performance. The following matrix will be used for rating this approach:

Low Risk Offerors has demonstrated substantial relevant past experience and quality in all task areas within the applicable solicitation. Based on the Offeror's performance record, essentially no doubt exists that the Offeror will successfully perform the required efforts. Little or no Government oversight is expected to be required in achieving the proposed level of performance.

Moderate Risk Offeror has demonstrated some relevant past experience in all task areas within the applicable solicitation. Offeror has experienced some quality problems in some of the relevant past experience. Based on the Offeror's performance record, some doubt exists that the Offeror will successfully perform the required efforts. Some Government oversight is expected to meet the contract requirements.

Denver Federal Center, Building 710

High Risk Offeror has not demonstrated relevant experience in all task areas within the applicable solicitation. Offeror has experienced substantial quality problems in some of the relevant task areas. Based on the Offeror's performance record, extreme doubt exists that the Offeror will successfully perform the required efforts. Regardless of the degree of Government oversight or intervention, successful performance is extremely doubtful.

Unknown Risk No performance record identifiable (see FAR l5.305(a)(2) (iv)) within the majority of the task areas in the applicable solicitation.

Price Evaluation Approach:

The Government will evaluate offers for award purposes by evaluating the fairness, reasonableness, completeness and accuracy of the quoted prices. Price analysis is the process of examining and evaluating a proposed price to determine if it is fair and reasonable without evaluating its separate cost elements and proposed profit. Price analysis always involves some form of comparison with other prices.

EVALUATION PANEL

All submitted information will be evaluated by an evaluation panel. All non-price information will be evaluated first and independently from pricing.

As set forth in FAR 52.212-1(g), the Government intends to evaluate quotes and award the contract without discussion with offerors (except clarifications). Therefore, the offeror’s initial quote should contain the offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to make a final determination as to the rating of a quote based on the quote, as submitted, without requesting further information or discussion. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In the event that discussions are held, a competitive range determination will be made.

A written notice of award or acceptance of an offer, mailed or otherwise, will be furnished to the successful offeror(s), and shall result in a binding contract without further action by either party.

Before the offeror’s specified expiration time, the Government may accept an offer whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.

SUBMISSION OF QUESTIONS AND QUOTATIONS

All questions and quotes shall be submitted via email to Crystal Garcia crystal.garcia@fema.dhs.gov . All questions and quotes shall include the Reference Title “Environmental Assessment Services” in the subject line of all correspondence.

Questions:

Any questions pertaining to the solicitation shall be submitted no later than 5:00pm MST, Wednesday, July 31, 2019 to ensure responses can be processed for a timely quote due date submission.

Quote due date:

Quotes shall be submitted for delivery receipt on or before 12:00pm MST, Thursday, August 1, 2019. Delivery receipt is defined as being in the hands of the Contracting Officer.

Submission Requirements:

All offerors shall submit the following documents:

Completed Pricing Sheet (separate sheet, see attached) Non-price factors to be evaluated (Understanding and Compliance of the Requirement, Prior Experience, and Past Performance) Completed Representations and Certifications, to include DUNS number

Milestone Dates (approximate)

Questions due date – on or before 5:00pm MST, Wednesday, July 31, 2019 Quotation due date – on or before 12:00pm MST, Thursday, August 1, 2019 Evaluations – August 1 – 2, 2019 Approximate date of award – August 2, 2019 end