RFP_Attachment_4_Client__Authorization_Letter_for_Past_Performance_Questionnaires-27Jul13-POSTED.doc

SOURCE SELECTION SENSITIVE

FOR OFFICIAL USE ONLY

Attachment 4

(SAMPLE TRANSMITTAL LETTER for Past Performance Questionnaires)

NOTE: THIS INFORMATION SHOULD BE ON COMPANY LETTERHEAD

NOTE: OFFEROR TO INSERT INFORMATION WHENEVER THERE IS (ITALICS TEXT SURROUNDED BY PARENTHESIS) IN THE SAMPLE LETTER.

TO: QUESTIONNAIRE EVALUATOR DATE OF LETTER

AGENCY OR ORGANIZATION NAME

STREET ADDRESS

CITY AND STATE

FROM: COMPANY NAME (CAGE CODE)

STREET ADDRESS

CITY AND STATE

SUBJECT: Present/Past Performance Questionnaire for (PROGRAM TITLE/DESCRIPTION) concerning contract number(s) (CONTRACT AND ORDER NUMBER (IF APPLICABLE) TO BE EVALUATED). The effort was performed by (SPECIFIC ENTITY THAT PERFORMED THE WORK) under (CAGE code/DUNS #).

1. We are currently responding to the USDA Forest Service, Request for Proposal (RFP) AG-7604-S-13-0033 for Software as a Service (SaaS) for Reporting Incidents of Work Related Accidents, Injuries, Illnesses, and Safety Stories and for Performing Workers’ Compensation (WC) Case Management. The Forest Service specifically requires that we, as an Offeror, send the attached questionnaire to several Points of Contacts (POCs) on recent and relevant efforts that we (or a proposed team member) have performed.

2. We have identified subject contract(s) as relevant to this acquisition and you as our POC. As such, please take a few moments of your time to fill out the attached questionnaire and forward it directly to WO AQM IT Support Branch. DO NOT RETURN THE COMPLETED QUESTIONNAIRE TO US. The information contained in the completed Present/Past Performance Questionnaire is considered sensitive and cannot be released to us, the Offeror.

3. The completed Present/Past Performance Questionnaire should be sent directly to the Government not later than (DATE TO BE INSERTED BY OFFEROR, PRIOR TO OFFER DUE DATE). The questionnaires should be faxed to: WO AQM IT Support Branch, ATTN: Brendell Gallegos, FAX number (505) 563-7788, or emailed to bgallegos@fs.fed.us. If you need to speak to Mr. Gallegos, please call (505) 563-7241.

4. If you have any questions regarding source selection, please contact the above. If you have questions regarding the clarification of contract number, POC, or program title, please contact (CONTRACTOR’S POC AND PHONE NUMBER FOR PAST PERFORMANCE ISSUES). Thank you for your timely assistance.

Sincerely, (TITLE AND NAME OF COMPANY OFFICIAL)

ATCH: Present/Past Performance Questionnaire

(SAMPLE SUBCONTRACTOR CONSENT LTR)

NOTE: Past performance information concerning subcontractors and teaming partners cannot be disclosed to a private party without the subcontractor’s or teaming partner’s consent. Because a prime contractor is a private party, the government will need that consent before disclosing subcontractor/teaming partner present and past performance information to the prime during discussions or negotiations. In an effort to assist the Government’s Source Selection Evaluation Team in assessing your past performance risk, we request that the following consent form be submitted for each of the teaming partners or major subcontractors that you identify in your proposal. This information should be submitted as part of your Present and Past Performance Volume (or proposal). This information should be on company letterhead Subcontractor/Teaming Partner Consent Form for the Release of Present and Past Performance Information to the Prime Contractor.

Dear (Contracting Officer)

We are currently participating as a (subcontractor/teaming partner) with (prime contractor or name of entity providing proposal) in responding to the USDA Forest Service, WO AQM IT Support Branch, AG-7604-S-13-0033 Software as a Service (SaaS) for Reporting Incidents of Work Related Accidents, Injuries, Illnesses, and Safety Stories and for Performing Workers’ Compensation (WC) Case Management.

We understand that the government is placing increased emphasis on past performance in order to obtain best value in source selections. In order to facilitate the performance risk assessment process we are signing this consent form in order to allow you to discuss our present and past performance information with the prime contractor during the source selection process.

(Signature and Title of individual who has the authority to sign for and legally bind the company)_

Company Name: ____________________________________

Address: __________________________________________

Cage Code: ___________________________

Phone Number and Fax No: ___________________________

(SAMPLE CLIENT AUTHORIZATION LETTER - for commercial contracts)

NOTE: In an effort to assist the Government’s Source Selection Evaluation Team in assessing your past performance on recent and relevant commercial contracts, we recommend that the following letter be sent to your points of contact for those commercial efforts that you identify in your Past Performance Volume. This should be placed on company letterhead

Client Authorization Letter

Dear (Commercial Client/Customer)

We are currently responding to the USDA Forest Service, Request for Proposal (RFP) (AG-7604-S-13-0033) Software as a Service (SaaS) for Reporting Incidents of Work Related Accidents, Injuries, Illnesses, and Safety Stories and for Performing Workers’ Compensation (WC) Case Management.

The Government is placing increased emphasis on past performance in order to obtain best value in source selections. They are requesting that clients of companies who submit proposals in response to their RFP for the program/effort identified above be identified and that their participation in the validation process be requested. Therefore, in the event you are contacted for information on work we have performed on (list program), you are hereby authorized to respond to those inquiries.

We have identified Mr./Ms. (Name) of your organization as the point of contact based on their knowledge concerning our work. Your cooperation is appreciated. Any questions may be directed to (Name, title, phone number and fax number for the POC)

Sincerely, (Offeror’s point of contact)