A23 Instructions to Quoter_Final.pdf

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

ACQUISITION DIRECTORATE

REQUEST FOR QUOTE

Date: July 31, 2024

Subject: Request for Quote # HQ0034-24-R-0363

Title: Korea Cold War Annual Government Briefings (AGB) in support of the Defense POW/MIA

Accounting Agency (DPAA)

Washington Headquarters Services (WHS), Acquisition Directorate (AD) is issuing this request for quote (RFQ) for the Korea Cold War Annual Government Briefings (AGB) in accordance with the

Performance Work Statement (see SF1449). This acquisition will support the Defense POW/MIA

Accounting Agency (DPAA). This electronic version of the Request for Quote (RFQ) is the official version for this acquisition. No hard copy of this RFQ will be issued.

This acquisition will be a Firm-Fixed Price (FFP) type contract using NAICS code 721110 - “Hotels

(except Casino Hotels) and Motels”. The event dates will be August 15, 2024 – August 16, 2024

Please provide any applicable Government discount available.

This Request for Quote (RFQ) is being issued under sam.gov and participation under this solicitation is unrestricted.

INSTRUCTIONS TO QUOTERS

General Quote Preparation Instructions:

Information requested within this RFQ shall be furnished in writing, shall be prepared in accordance with the instructions provided, and shall conform to all aspects of this RFQ and its attachments. To aid in evaluation, submitted responses shall be clearly and concisely written, as well as being neat, indexed and logically assembled. The Quoter must submit a response to the solicitation consisting of the items described below. The submission of these items to the Government will constitute the Quoter’s compliance with the terms and conditions of this RFQ.

The information requested and the manner of submittal is essential to permit prompt evaluation of all quotes on a fair and uniform basis. Accordingly, 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 for evaluation.

If quote(s) fail to offer all items in accordance with the requirements stated, it may be deemed not technically acceptable and disqualified from further consideration. Specified items shall be quoted and/or services will be quoted.

Additional questions about the RFQ must be submitted via email no later than 10:00 AM, EST, on

August 5, 2024 to the Contract Specialist, Mr. Waun Priest at waun.a.priest.civ@mail.mil and Cc: the

Contracting Officer Ms. Rashida Webb at rashida.d.webb.civ@mail.mil. When submitting questions, please ensure that the RFQ number and project name, “HQ003424R0363 Korea Cold War Annual

Government Briefings (AGB)” are stated in the subject line. Answers to questions will be provided via email.

Electronic copies of your final quote submission (Volumes I and II) shall be received no later than 2:00

PM, EST, on August 9, 2024. Electronic copies of submissions shall be forwarded to the Mr. Waun

Priest at waun.a.priest.civ@mail.mil and Cc: the Contracting Officer Ms. Rashida Webb at rashida.d.webb.civ@mail.mil. When submitting your quotes, please ensure that the RFQ number and project name, “HQ003424R0363 Korea Cold War Annual Government Briefings (AGB)” are stated in the subject line.

The Quoter is requested to submit a quote (via a single email size permitting) to include a Microsoft

Word documents with Volume I and Volume II Standard Form (SF)1449 RFQ Document and use the

CLIN 0001 on the SF1449 for Volume II. These submission instructions will also apply to any future correspondence, as applicable, in response to this RFQ.

Attachments

The following attachments are separately provided and are hereby incorporated by reference:

1. Attachment 1: RFQ – SF1449 HQ0034-24-R-0363

Required Administrative Section Part 1:

The following introductory information (letter format is acceptable) is required on the first page of

Volume I of the submitted quote:

(a) RFQ Number & Title,

(b) Name and address of Quoter,

(c) Name, telephone number & email address of main point-of-contact for Quote submission,

(d) Name, telephone number & email address of main point-of-contact for contract administration,

(e) Date of submission,

(f) Name, title and signature of authorized representative,

(g) Taxpayer ID number, CAGE Code & DUNS number; and

(h) Quoter’s Business Size

(i) NAICS Code for the Services

(j) Exceptions to RFQ/Performance Work Statement

(k) Completed Clauses/Provisions: FAR 52.204-17, 52.204-24, 52.204-26, and FAR 52.212-3 Alt

1.

NOTE: Vendor MUST BE Registered in www.SAM.gov.

mailto:waun.a.priest.civ@mail.mil mailto:rashida.d.webb.civ@mail.mil mailto:waun.a.priest.civ@mail.mil mailto:rashida.d.webb.civ@mail.mil http://www.sam.gov/

The Offeror agrees to hold the prices in its proposal for 60 calendar days from the date specified for receipt of offer(s) unless another time is specified in an amendment to the solicitation.

The quoter shall use standard 8 ½ x 11” size paper with, at minimum, ¾” margins on all sides. The entire written submission shall use Times New Roman or other plain font that is easily decipherable and, at minimum, a 12-point font size for text and a 10 point font size for tables and graphics. All pages shall include page numbering. Any pages in excess of the specific page limitations for each factor as outlined below may not be considered.

The Government will not pay any expenses incurred by any Quoter for the preparation and submission of a quotation in response to this RFQ. The quoter is cautioned to ensure that their quotation is complete, address all requirements, are reflective of the evaluation factors and are submitted on the most favorable terms (price and technical) to reflect their best quotation. The quoter is strongly encouraged to be brief, clear, and concise in writing their quote. Bullet-sized or outline formats are welcomed where appropriate.

Technical Quote Content & Instructions:

Responses shall be separated into two Volumes and organized in the following manner:

• Volume I – Administrative

• Volume II – Price

In order for the quote to be evaluated strictly on the merit of the material submitted, the volumes shall be submitted in separate documents. Volume I include any price information. Pricing data is prohibited in, and shall be omitted from, the written technical quote.

Quoter is advised to supply all information in the sequence and format as specified in the table below.

The proposed quote must provide a sufficient basis for a thorough evaluation and contain the information necessary for evaluation in accordance with the evaluation factors detailed below. The

Quoter shall provide the requested information within the designated evaluation factor. Any requested information placed outside of the designated factor will not be considered or evaluated under that evaluation factor, regardless of whether it is located elsewhere in the proposed quote.

QUOTE REQUIREMENTS Page Limits

Volume I: Administrative Section Part 1 No Page Limit

Volume I: Administrative Section Part 2: Completed

Clauses/Provisions: FAR 52.204-17, 52.204-24, 52.204-26, FAR 52.212-3 Alt 1.

No Page Limit

Volume II: Price Section – Price (SF1449 CLIN 0001) No Limit for the price quote and/or any supporting narrative information.

A. Required Administrative Sections: The Quoter shall present all cover letters, certifications, and completed Clauses and Provisions.

B. Technical Section: The Quoter must meet ALL the salient characteristics / requirements as identified in the Performance Work Statement (see SF1449). The Quoter shall submit sufficient information, description, quantities, and technical specifications in the quote for the Government to make capability in meeting the requirements listed in the solicitation.

C. Price Section: The Quoter shall propose a firm-fixed price for the contract by filling out the

Standard Form 1449 that identify the quantity, unit, unit price, and amount. The contractor shall submit an individual pricing spreadsheet or excel spreadsheet that identify the quantity, unit, unit price, and amount. The Quoter shall propose pricing that is within established fair market rates.

All pricing shall be provided on the pricing page of the Standard Form 1449 or format compatible with Microsoft Excel version 2003 or 2007 or higher. In its price submission, the Quoter’s Microsoft

Excel spreadsheet shall contain no locked or hidden cells and all viewable formula access.

EVALUATION CRITERIA FOR AWARD

Basis for Award:

a. The Government will award a contract resulting from this solicitation to the responsible Quoter whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Quoters will be evaluated based on Lowest Price Technically Acceptable (LPTA) for the Korea

Cold War Annual Government Briefings (AGB). The Quoter shall submit sufficient information, description, quantities, and technical specifications in the quote for the Government to make a comprehensive evaluation of its capability in providing the requirements listed in the solicitation.

Quotes submitted by vendors must meet the requirements of the Performance Work Statement (see

SF1449) and the RFQ to be deemed technically acceptable.

Table A-1. Technical Rating

Rating Description

Acceptable Quote/quotation meets the minimum requirements of the solicitation.

Unacceptable Quote/quotation does not meet the minimum requirements of the solicitation.

For evaluation purposes, the Government will evaluate selections based on the lowest priced offer, and then determine technical acceptability. If the lowest priced offer is not technically acceptable, then the next lowest offer will be evaluated.

b. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful

Quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer'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 award.

The quoter’s initial quote should contain the quoter’s best terms from a price and technical standpoint. However, the Government reserves the right to request revisions if the Contracting

Officer later determines the need. Quoter is cautioned that the award will be made to the lowest price offered.

Evaluation Factors:

Price Evaluation:

The Government will evaluate the total expected price of performing this work, in accordance with the price evaluation section of the RFQ as detailed below. The Quoter’s price quote will be evaluated to determine if it is fair and reasonable.

The Total Evaluated Price of each Quoter will be calculated as follows:

STEP 1: CLIN 0001, (FFP): The firm-fixed-price will be the factor of the total evaluate price.

Thus, for the purpose of evaluation under this RFQ, the Quoter’s total evaluated price will include one 2-day event period for CLINs 0001.

Note: Price will not be evaluated for a Quoter receiving an adjectival rating of “Unacceptable” for Technical Factor 1, Administrative.