Instructions to Offerors - Proposal Submission (72001G24R00002).pdf

Instructions to Offerors for Proposal Submission Solicitation #: 72001G24R00002

1. General Instructions

1.1 Proposal Submission Overview

The purpose of this procurement is to compete the specific services described in the Statement of Work (SOW). Proposals submitted in response to the Request for Proposals (RFP) must contain a complete description of all pertinent aspects of the effort the offeror wishes the United States Agency for International Development (USAID), Office of Inspector General (OIG) to consider.

Previously submitted data or prior performance presumed to be known to USADI OIG (e.g., Pre-qualification package, previous projects performed for USAID OIG, etc.) will not be considered as part of the technical proposal evaluation.

Offerors MUST propose a solution that includes all service types (transcription, translation, and interpretation) and all languages listed in the SOW via one technical proposal. Partial bids WILL NOT be accepted. The proposal must be sufficiently detailed and complete to demonstrate an understanding of the offeror’s approach to, and ability to comply with, the requirements specified in the SOW including all attachments and appendices. The proposal must demonstrate such understanding and ability in a concise, logical manner and must not contain superfluous material that is not directly related to this acquisition. General statements “that the offeror can or will comply with the requirements”, “standard procedures will be used”, “well known techniques will be used”, or that paraphrase the SOW in whole or in part will not constitute compliance with the requirements concerning the content of the technical proposals.

The amount of detail to be presented in response to each section of the outline presented herein is left to the discretion of the offeror unless otherwise specified. Information must be presented in the order specified and in sufficient detail for USAID OIG to make a comprehensive evaluation of the offeror’s understanding of, and capability to perform, the RFP’s requirements.

Each volume of the proposal shall be self-contained, i.e., data shall be organized to enable USAID OIG personnel to thoroughly evaluate one volume independently of, and concurrent with, the evaluation of another.

1.2 Submission Overview

To be considered compliant for evaluation purposes, offerors must submit a fully responsive proposal that satisfies all the stated requirements and submit all documentation according to these instructions.

Offerors must address each of the evaluation criteria independently and in-depth.

Offerors must review and/or complete the following attachments to complete the proposal and address the evaluation criteria listed later in this document:

• Attachment II – Pricing Sheet (protected)

• Active and updated SAM.gov registration to include necessary provisions (i.e., VETS-4212, representations and certifications, etc.)

Submission is limited to 20 pages (8 ½ X 11 – single-sided, single spaced, minimum 10-point font). This does not include the coversheet/title page, dividers, table of contents page, past performance references, attachments required by the solicitation, and screen print items. A screen print item is a hardcopy of a computer screen display. Graphics may include fonts no smaller than Arial 8 point as displayed. Margins may be no less than one (1) inch on any side, top, or bottom. For any proposal that exceeds these submission limits, USAID OIG reserves the right to not evaluate a proposal beyond these limits.

Note: Limit screen print items to 2 pages per each of the criteria items listed. Offerors must provide clear concise information proving they are capable and have sufficient resources to satisfy the requirements cited.

1.3 Instructions for Pricing Submissions

Attachment II – Pricing Sheet (protected) is divided into six (6) tabs:

1. ‘Instructions’ – list of instructions for offerors to follow in completing the sheets

2. ‘Summary’ – table of sums of all proposed service pricing (base year one (1) to option year four

(4))

3. ‘Interpretation’ – tables for per hour interpretation pricing (base year one (1) to option year four

(4))

4. ‘Transcription’ – tables for per hour transcription pricing (base year one (1) to option year four (4))

5. ‘Translation’ – tables for per word translation pricing (base year one (1) to option year four (4))

6. ‘Court Appearances’ – tables for per hour in-person court appearance pricing (base year one (1) to option year four (4))

Each offeror must complete the Excel sheet by entering the unit pricing they wish to provide based on the estimated quantities provided for each service and language in the tabs of the pricing spreadsheet. Each year has its own table within each tab. The estimated quantities are used for evaluation purposed only and are not based on anticipated annual volume. These cells, along with all other cells that do not require offeror information have been locked by the author cans cannot be modified by the offeror.

In summary, the offeror will complete all tabs in ‘Attachment II – Pricing Sheet (protected)’. Prices for the languages provided for the contract period will be entered into their respective tabs under the correct tables. If desired by the offeror, pricing may remain the same for each year within the total contract period.

All calculation cells, and cells that do not require offeror information have been locked by the author cans cannot be modified by the offeror.

1.4 Proposal Submissions and Deadlines

For USAID OIG to evaluate proposals, all required information listed under the Evaluation Criteria section must be addressed following the instructions for proposal submittal.

Page limitation excludes the coversheet/title page, dividers, table of contents page, past performance references, attachments required by the solicitation, and screen print items. Text may be single spaced, and no smaller than Arial 10-point font. Graphics may include fonts no smaller than Arial 8 point as displayed. Margins may be no less than one (1) inch on any side, top, or bottom.

Proposal (price and technical) is due Friday, March 29, 2024, by 1600 ET.

The proposal must be submitted via email to:

kstallworth@usaid.gov sferrante@usaid.gov

Proposal documents must be saved in searchable PDF format prior to submission, except Attachment II which should remain in Excel format.

Offerors are cautioned and encouraged to submit their best offer in the initial submission. USAID OIG reserves the right to make an award on originally submitted offers without holding discussions.

mailto:kstallworth@usaid.gov mailto:sferrante@usaid.gov

Note: USAID OIG will only accept proposals submitted electronically through email. USAID OIG will not be responsible for incomplete submissions.

2. Evaluation Criteria

2.1 Evaluation Process Detail

For this purchase, the USAID OIG will award one (1) contract in the form of a blanket purchase agreement (BPA) for transcription, translation, and interpretation services based on “best value”. Best value is determined by comparing the differences in value provided by technical features to the differences in total price. In determining which proposal provides the best value to the government, non-price (technical) evaluation factors, when combined, are significantly more important than evaluated price.

However, the USAID OIG will not pay a premium for only incrementally superior technical offerings. The CO may engage in further negotiations with all, some, or none of the offerors at any point prior to making an award decision in order to obtain the best possible value for the organization.

The technical evaluation will determine if the offeror addresses and meets the criteria and factors cited in section below. A technical evaluation team will review and evaluate documentation submitted by interested offerors in accordance with the stated associated relative weights of importance. To be considered compliant for evaluation purposes, offerors must meet all the requirements and submit all required documentation. Offerors should keep in mind that the evaluation of a response will be geared toward determining the potential offeror’s ability to perform the service requirements.

The price evaluation will consist of evaluating offeror(s) price proposal, in accordance with the stated associated relative weights of importance, using each offeror’s submission of proposed rates for each service and language in ‘Attachment II – Price Sheet (protected)’.

During the evaluation process, each prospective offeror can be assured of the following:

1. All offerors will be treated fairly and objectively.

2. The inclusion or exclusion of a particular offeror will be based on business decisions alone and will be judged solely on the evaluation criteria.

3. Any sensitive business information provided by a offeror will be sufficiently protected from disclosure.

USAID OIG anticipates making one award as a result of this solicitation or no award at all, if it is in the best interest of the government. The selection process will be performed in compliance with the competitive guidelines contained in the Federal Acquisition Regulations (FAR).

2.2 Technical Proposal Evaluation

To assess the best value for USAID OIG, the technical evaluation team will conduct a formal technical evaluation. Each member of the technical evaluation team will perform an independent evaluation of the proposals.

The team members will then meet to discuss each proposal and develop a team consensus as to the qualification of each offeror based on the following five factors, which are listed in the order of importance:

Operations Supplier Capability Past Performance Data Security

The first evaluation factor will hold the most weight of importance. The second evaluation factor will hold slightly less weight of importance than the first. The third factor will hold slightly less weight of importance than the second. The last evaluation factor will hold the least weight of importance. In addition, evaluators will also be considering the risk factors of the offeror proposal(s) when performing their evaluation.

1. Operations

The offeror must supply a narrative with supporting documentation as necessary and in sufficient detail to allow the evaluators to determine its ability to succeed in performing the services required in this contract.

When evaluating the offeror’s technical proposal, the team will consider the following concerning the operational plans (these are not sub-factors):

a. Communications Plan The offeror must describe in detail, its plan to establish and maintain communication systems, as outlined in the statement of work, such as the offeror’s plan to establish and maintain openness between themselves and the OIG to perform contract requirements and describe their process to avoid and rectify miscommunication. The initial plan shall be submitted as part of the offeror's proposal.

b. Organizational Support Offerors must clearly describe the proposed organizational structure and staffing plan intended to provide expertise, capability, and resources to adequately handle the staffing and operation of the requirement.

This includes language proficiency qualification and certifications for staff. The offeror shall provide rationale establishing that the proposed organization will ensure proper standard of performance.

a. Management Plan The offeror must provide a narrative describing how it plans to deal with unscheduled and unexpected events affecting its ability to provide service, including absences and other delays. The initial plan shall be submitted as part of the offeror's proposal.

b. Quality Control Plan

Offerors must develop a Quality Control Plan that documents quality control processes and procedures that ensure the production of high-quality and accurate transcription and translation services.

The content of the Quality Control Plan should include at least the following:

• A process to identify any deficiencies that may occur. A process to correct deficiencies that may occur.

• An internal quality control system for transcription and translation services. Positions of individuals who will conduct quality control services must be specified in the plan.

• How the offeror plans to maintain a file that documents all quality and internal control procedures and actions, which include: the purpose of the quality control procedure, the results of the procedure, and any corrective action taken. This file should be made available to USAID OIG upon request.

• A description of how translator personnel assigned to the quality control team ensure that transcription and translation services are accurate and do not include any subjective information.

• A process for the correction of errors that includes the turnaround time for said corrections.

2. Supplier Capability

Offerors must provide a full narrative description within their technical proposal of the extent to which the offeror demonstrates that it has the capability to perform the contract requirements. The offeror should not rely on USAID OIG’s personal knowledge of its capability through other past or current contracts held with either USAID or the OIG. This solicitation should be responded as though this is the first time an offeror is doing business with USAID OIG.

The following criteria are considered as part of the Supplier Capability evaluation factor, but are not sub-factors:

• The ability to successfully perform all the services and address its compliance with all of the requirements specified by the statement of work;

• Description of plan for dealing with unscheduled and unexpected events affecting its ability to provide service, including absences and other delays;

• The ability to meet the required delivery schedule (e.g., able to begin service on stat date of contract performance, turnaround times, etc.), considering all existing commitments, including pending awards;

• Description of details regarding the offeror’s equipment to support transcription, translation, and/or interpretation services to include a description of owned/leased equipment, software, etc.;

• Acceptable financial condition that will allow the CO to determine that services are likely to remain ongoing;

• A sound record of integrity and business ethics;

• A sound quality control program and the necessary organization experience in accounting, operational controls, technical skills, and production controls;

• The ability to obtain adequate financial and technical resources; and in addition, the offeror must be otherwise qualified and eligible to receive an award under the applicable laws and regulations, and no award will be made to any offeror that is suspended, debarred, or otherwise declared ineligible, regardless of any other factor.

In addition, the offeror must be otherwise qualified and eligible to receive an award under the applicable laws and regulations, and no award will be made to any offeror that is suspended, debarred, or otherwise declared ineligible, regardless of any other factor.

3. Past Performance

The offeror must submit information that will allow the evaluation team to determine its performance level on contracts and other business arrangements of similar size and scope. The submissions should be within the last five (5) years, and the offeror must provide at least two (2) examples. The submission should also include, as applicable:

Contract Performance History Offerors shall submit contract performance histories for the offeror and for proposed subcontractors, which provide the information identified below. The offeror must provide information relevant to each major work element of the project (Operations, Data Security, and Management).

For each work element, offerors and their major subcontractors shall submit a list of the last contracts and/or subcontracts completed in the past five (5) years and a list of all relevant contracts and/or subcontracts currently in progress. Contracts listed may include those entered into by USAID OIG, other federal government agencies, state or local governments, and commercial customers. Offerors that are newly formed entities without prior contracts shall list contracts and subcontracts on which the offeror's management performed directly or in a similar capacity. Include the following information for each contract and subcontract:

• Contract number

• Contract type

• Contract performance period (include options)

• Total contract dollar value

• Type of supplies/services provided

• List of major subcontracts that demonstrate the extent to which the offeror attained applicable goals for small business participation under contracts that required subcontracting (i.e.

subcontracts value at 10% or more of the total prime value)

Evaluators will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. In its evaluation of an offeror's past performance, USAID OIG may obtain and use information from sources other than those identified by the offeror. All information that is provided by an offeror regarding its prior contracts must be accurate, complete, and current. Technical evaluators will consider the following when evaluating offerors’ past performance (these are not sub-factors):

a) Problems and Corrective Actions The offeror shall provide information on problems identified or encountered on the contracts and/or subcontracts and the corrective action taken to resolve problem.

b) Performance Record

The offeror shall describe their record of conformance to contract requirements for similar services. The offeror should also include a record of timely performance, with an emphasis on most recent performance (adherence to contract schedules, including the administrative aspects of performance). The offeror is encouraged to summarize performance on previous contracts both agency and non-agency. USAID OIG may also evaluate its own data regarding service performance in connection with the evaluation.

c) Private Sector References The offeror may submit a list of private sector references to highlight their established productive business relations (a history of being reasonable and cooperative with customers; commitment to customer satisfaction; integrity and ethics).

4. Data Security

The offeror must include a data security plan in its proposal. The data security plan must outline how the offeror plans to establish, implement, administer, and maintain security measures that protects the documents and media that it receives in performance of the contract. Additionally, the plan must detail how the offeror will protect the documents and media while it is in the offeror's custody or control and prevent unauthorized persons from gaining access.

2.3 Price Proposal Evaluation and Pricing Analysis

Pricing information provided by offerors will be evaluated separately from the technical proposal. A pricing evaluation team will review the offerors’ price proposals (Attachment II – Price Sheet (protected)) and conduct a pricing analysis to compare offerors’ unit and total rates for each service and language.

USAID OIG is not required to engage offerors in further discussions and/or negotiations following the receipt of the proposals. The proposed pricing will be evaluated but not scored.

Offerors shall submit all pricing in the pricing excel spreadsheet, Attachment II – Price Sheet (protected).

Offerors must submit a proposal that includes pricing for ALL services and ALL languages. A single unit price is required for each.

In the evaluation of price proposals, the USAID OIG will calculate the annual price for the base and each option year, and total price for each proposal using the following calculations:

1. Unit rate of each language multiplied by the estimated number of units for a total amount

2. The sum of each total would be the total annual price.

3. The total price will be the sum of the total annual price for the base and option years over the total period of performance.

3. Award Decision

For this purchase, the technical factors are more important than price. However, the CO will not trade a slight increase in technical capability for a significant increase in price.

In determining potential tradeoffs to arrive at the best value selection, USAID OIG will assess the strengths, weaknesses, deficiencies, and risks between or among competing technical proposals from the standpoint of 1) what the difference might mean in terms of anticipated performance; and 2) what the price differential would be for USAID OIG to take advantage of that difference. Award will not necessarily be made to the offeror who provides the highest-rated technical proposal or to the offeror who offers the lowest price. Price increases in importance when selecting between or among closely ranked technical proposals in making any price-technical tradeoff.

Additionally, USAID OIG will perform an overall risk assessment prior to award to ensure that the potential awardee(s) provide reasonable coverage to mitigate operation risks.

USAID OIG may award a contract based on initial offers received, without discussion of such offers.

Accordingly, the offerors are instructed to submit their most favorable terms from a price and technical standpoint.

USAID OIG reserves the right not to award a contract based on this solicitation should it deem that a non-award is in its best interest. Awards will not be made to offerors whose proposals are determined not to be within the competitive range from either a price or technical perspective.

After the best value determination is made, the successful offeror(s) will be awarded a contract inclusive of SF 26, terms and conditions, SOW, and pricing.

4. List of Attachments:

The offeror must complete and submit the following attachments:

• Attachment I – Statement of Work (as amended)

• Attachment II – Pricing Sheet (protected) (as amended)

• Attachment III – Non-Disclosure Agreement

Additional Supporting Documents for this Solicitation are as follows:

• Pre-solicitation 72001G24R00002 QnA Reference Document

• Solicitation 72001G24R00002 QnA Reference Document