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 contemplates award of one (1) or more, Firm Fixed Price contract(s) resulting from this solicitation. FEMA Region VIII, anticipates the award of one (1) or more contracts to be made to a single or multiple, responsible, responsive offeror(s) whose quotation conforms to the solicitation requirements, and provides the “Best Value” to the Government 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 proposals and award one (1) or more contract(s) 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 and Subfactors:

1. Quality -

a) Proposed furniture meets the specifications and salient characteristics of each item listed in the Specification sheet

b) Fabric content – Medium-level commercial grade or higher

c) Cleanability – Soil retardant material and/or treatments

d) Length of product and/or manufacturer warranty.

2. Design -

a) Provided an acceptable color palette that matches the colors listed in the RFQ

Denver Federal Center, Building 710

b) Proposed items adequately fit within the square foot measurement of the room pictured on the RFQ, and still provide room for movement.

C) Enables collaborative work space/efforts, and ease of rearrangement as needed.

3. Completion Time –

Provided an estimated date for project completion to include delivery, setup/assembly, and placement of all items.

Factors other than Non-Price:

Price – Provide a cost estimate for the entire project including FOB destination delivery, setup/assembly, and placement.

EVALUATION APPROACH

All quotations shall be subject to evaluation to determine the offeror’s ability to provide office furniture to support the requirements discussed in the Request for Quote (RFQ). The evaluation process will consider the following:

Quality Approach:

Evaluators will look for information that demonstrates the proposed items meet the salient characteristics of each ‘brand name or equal’ furniture piece; Compliance with requested grade of industry materials; Allowance for ease of cleaning fabric or material surfaces; Product/Manufacturer Warranty Length.

Design Approach:

Evaluators will look for information that demonstrates the contractor has a clear understanding of the desired results for the collaboration room with the inclusion of ensuring that each piece will fit within the space and still provide room for movement and reconfiguration as needed; The color palette provided by the contractor includes acceptable matches to the requested colors in the RFQ.

Completion Time:

Evaluators will review estimated date for project completion, ensuring that the room will be ready for use as soon as possible.

Denver Federal Center, Building 710

Non-Price Factor Rating Definitions

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.

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.

Evaluations

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

Submission of pricing information

As all pricing information will be evaluated independently of all non-price information, pricing must be submitted on a separate page from all other submitted information.

Award

The government intends to award one (1) or more Firm Fixed Price contract(s), to a single or multiple, responsible, responsive offeror(s) as a result of this solicitation. The Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government's best interest to do so.

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.

Invoicing / Payments

Invoicing shall be a single invoice, for the amount listed on the award.

Invoices shall be submitted electronically (email) to both, the FEMA Finance Center and the Contracting Officer.

Payments will be made via electronic funds transfer (EFT).

Submission of Quotations

All quotes shall be submitted via email to Mary Henderson Mary.Henderson@fema.dhs.gov and Crystal Garcia crystal.garcia@fema.dhs.gov . All quotes shall include the Reference Title “FEMA Beehive 2019” 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 10, 2019 to ensure responses can be processed for a timely quote due date submission.

Questions shall be submitted to Mary Henderson Mary.Henderson@fema.dhs.gov and Crystal Garcia at Crystal.Garcia@fema.dhs.gov.

Quote due date

Quotes shall be submitted for delivery receipt on or before 5:00pm MST, Friday, July 12, 2019.

Delivery receipt is defined as being in the hands of the Contracting Officer.

Submission Requirements

All offerors shall submit the following documents:

Non-price information, including but not limited to: quality, design, color palette, salient characteristic, delivery, and company information

Pricing information (separate sheet) Completed Representations and Certifications

Milestone Dates (approximate)

Questions due date – on or before 5:00pm MST, Wednesday, July 10, 2019 Quotation due date – on or before 5:00pm MST, Friday, July 12, 2019 Evaluations – week of July 15, 2019 Approximate date of award – week of July 22, 2019 end