A23 Attachment 03 Instructions to Offerors.docx

Defense Finance and Accounting Service (DFAS) Instructions to Offerors Limestone, ME Snow and Ice Removal

Reference No.: HQ042325QE053

(i) Defense Finance and Accounting Service (DFAS) is issuing a Request for Quotation (RFQ) for the services specified in the attached Performance Work Statement (PWS). Quotation evaluation will be conducted in accordance with FAR Part 13.5, with the intention to award a purchase order to one vendor. Quotations must be sent via email to Matthew Keen at matthew.s.keen.civ@mail.mil by Monday, 06 October 2025 at 12:00 ET.

Questions regarding this solicitation are due to matthew.s.keen.civ@mail.mil by Wednesday, 24 September 2025 at 5:00 ET.

(ii) The solicitation number is HQ042325QE053 and issued as an RFQ.

Issued By:

Point of Contact: Matthew S. Keen DFAS Contract Services Directorate 3990 E. Broad Street, Bld 21 Columbus, OH 43213-1152 Phone Number: (667) 894-7505 E-mail Address: matthew.s.keen.civ@mail.mil

CONTRACTING OFFICER: Brent L. Lehrke Phone Number: (667) 864-7608 E-mail Address: brent.l.lehrke.civ@mail.mil

(iii) This RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05 dated 07 August 2025.

(iv) This is a 100% SB set-aside and the associated NAICS code is 561730 and small business size standard is $9.5M.

(v) For a list line item number(s) and items, quantities, and units of measure (including options), see Attachment 04 Prices.

(vi) DFAS requires removal of snow and ice at the DFAS Limestone facility. See PWS for details.

(vii) Period of Performance:

Base Year: 01 November 2025 through 31 October 2026 Option Period 1: 01 November 2026 through 31 October 2027 Option Period 2: 01 November 2027 through 31 October 2028 Option Period 3: 01 November 2028 through 30 October 2029 Option Period 4: 01 November 2029 through 30 October 2030

Snow removal services to be performed during the months of November through April of the base year and each option year.

(viii) Place of Performance:

Defense Finance and Accounting Service (DFAS) LI/JBD Attn: Kevin Quist 27 Arkansas Road Limestone, Maine 04751

(ix) Site Visit:

A site visit may be requested during the open solicitation period. Attendees of the site visit must be a United States citizen in order to access the DFAS Limestone facility. Contact Kevin Quist at kevin.k.quist.civ@mail.mil to register. Kevin Quist is the POC for the site visit ONLY. All other questions must be submitted to the Contract Specialist and Contracting Officer listed above.

(x) FAR 52.212-1 Instructions to Offerors: Furnish quote to the POC identified in Section ii of this RFQ on or before the closing date/time listed for this RFQ. Please submit pricing on Attachment 04, where each line item identifies the unit price and total. Please be sure to include your CAGE Code and Tax Identification number in your quote.

Provide a firm fixed-price in accordance with Attached 04 Prices. Significant discounts are strongly encouraged and shall be identified in the vendor’s price quote.

DFAS reserves the right to accept a late quote if the late quote would not unduly delay the acquisition and the contracting officer makes the determination that it is in the best interests of the Government to accept the “late” quote. This language takes precedence over FAR 52.212-1(f).

(xi) FAR 52.212-2 Evaluation: The basis for award selection is Lowest Price Technically Acceptable (LPTA). An offeror’s technical acceptability will be determined by a vendor meeting the Government’s minimum technical requirements without taking any exceptions to the RFQ. Offerors will be evaluated based on the lowest quoted price that meets the Government’s minimum technical requirements of the solicitation. Offerors who do not take exception to the solicitation and meet the minimum technical requirements of this solicitation will be considered technically acceptable. All technically acceptable quotes will be evaluated for price reasonableness and award will be made to the lowest price technically acceptable quote. Offeror quotes are requested to remain valid for a minimum of 60 days.

(xii) Security Requirements: All work performed for this requirement must be coordinated with DFAS Limestone for proper access to the areas to be cleared of Ice and Snow.

(xiii) ELECTRONIC INVOICING AND WAWF:

Invoices shall be submitted to the COR/and or ACOR (Acceptor) as a 2-in-1 Combo invoice via online access to the Internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance system at https://wawf.eb.mil/ (reference DFARS 252.232-7003). When the 2-in-1 Combo invoice is received by the government via WAWF, the COR/ACOR will review the document and, if it is determined to be accurate, accept it electronically and forward it for payment. Web Based Training is available online at https://wawftraining.eb.mil/wbt/ and for additional information visit http://www.dfas.mil/contractorsvendors/irapt.html .

Prior to submitting invoices, the vendor must contact the government COR/GPOC to confirm the correct ACCEPTOR DODAAC.

Should the vendor desire to track payment status, they must use the Vendor Pay Inquiry System (VPIS) at www.dfas.mil\contractorsvendors.html by selecting non-MOCAS System to track the status of payments. The DFAS COR will e-mail the vendor when invoices have been certified for payment.

(xiv) Common Frequently Asked Questions (FAQ) for DFAS Limestone, ME Snow and Ice removal are as follows:

1. What is the square footage of the facility?

Approx. 6.5 acres

2. Where am I permitted to push snow, please provide.

Attached is a map (Attachment 05 Technical Exhibit) of the areas that snow and ice removal will be required. The COR and/or another facility representative will walk the property with the contract recipient to discuss thoroughly, however, if the height or volume of snow exceeds (defined in the contract) the space available, the contract states snow will be hauled away. Where the snow is hauled to would need to be coordinated by the contract recipient.

3. Who is the current contractor?

The incumbent contractor is Soderberg Co Inc.

4. What was the last awarded contract number?

HQ042325PE004

5. Is there a storage location for snow equipment, etc.

See PWS.