Atch 4 - 52 212-1 and 52 212-2 - Instructions to Offerors and Evaluation Factors.pdf

Attachment 4: Addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items

1. The purpose of these instructions is to prescribe the format of the quotes in response to this RFQ and describe the approach for the development and presentation of the request for quote data. This is designed to ensure the essential information required for evaluation is submitted.

2. The contracting officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial quotes, the contracting officer will review this determination and if, in the contracting officer’s opinion, adequate price competition exists, no additional cost information will be requested or required. However, if at any time during this competition the Contracting Officer determines that adequate price competition no longer exists, quoters may be required to submit information, other than certified cost or pricing data, to the extent necessary for the contracting officer to determine the reasonableness and affordability of the price.

3. To assure the timely and equitable evaluation of quotes, quoters shall follow the instructions contained herein. Quoters are required to meet and address all of the requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in a quote being deemed ineligible for award. Quoters must clearly identify any exception to the terms and conditions and provide complete accompanying rationale. The quotes when submitted, shall be comprehensive, complete, self- sufficient, and respond directly to the requirements of the RFQ. Elaborate artwork, expensive paper/binding and expensive visual aids are neither necessary nor desired.

a. The RFQ responses shall consist of:

(1) Price Volume

(2) Technical Volume

(3) Past Performance Volume

b. All pages of each part shall be numbered. The volumes will be Times New Roman 12 pitch and no larger than 8 ½” x 11” paper, (when printed) except for fold-outs used for charts, tables or diagrams, which may not exceed 11” x 17”. Each volume shall contain a cover sheet, clearly marked with the RFQ number, title, and the quoter’s name and CAGE Code or SAM Unique Identity. The technical volume shall not contain any price data or reference to price.

c. Include a statement in the quotes that it contains proprietary information for your company and cannot be released outside the Government.

d. Failure to comply with these instructions may result in the quoter’s submission being summarily rejected. Any commitments made in the quotes shall become part of the resultant contract.

4. VOLUME I – PRICE VOLUME

This volume shall include only the prices complying with all SCA wage rates and other pertinent state, local and federal guidelines. Contractor shall use the format in the attached bid schedule to fill out their pricing information.

All unit prices shall be rounded to the nearest dollar. (i.e. $1.00); rounding errors will not be accepted.

5. VOLUME II – TECHNICAL VOLUME

Each quoter shall submit a technical volume as part of their quotes, which shall address the technical criteria listed below. The contractor’s quotes shall clearly demonstrate the ability to meet all requirements of the Performance

Work Statement (PWS). The technical volume shall be limited to no more than 10 pages. The cover sheet is not included in the page limit; however all pages after the cover sheet will count toward the page limit to include table of contents, abbreviation tables, etc. Pages exceeding 10 will be removed from the technical package and will not be evaluated.

Each quoter shall submit information clearly identifying how they will meet the following technical criteria:

Factor 1 - Offeror shall detail the necessary qualifications and experience to perform the work as outlined in the

Performance Work Statement and the offerors ability to provide personnel with the necessary qualifications.

Examples of this would be but not limited to the new hire or vacancy hiring processes and timelines.

6. VOLUME III - PAST PERFORMANCE

Past performance shall be evaluated in accordance with FAR 13.106-2(b)(3)(ii). The past performance information to be evaluated on each quoter will be information available in CPARS as well as information available through other government sources (i.e. key government officials) regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement

a. Each contractor shall submit a past performance volume as part of their quotes which lists a maximum of four

(4) past performance references being the four most recent and relevant past performance records. These references shall include the following information:

a. Contract Number

b. Contract Title (iii) Description of Services Provided

c. Period of Performance

d. Place of Performance

e. Total Contract Dollar Value

f. Point of Contact Information (Name/Phone Number/Email) for the requiring activity of the referenced contract(s).

7 GENERAL INFORMATION

a. INFORMATION REGARDING SUBMISSION OF THE QUOTES.

Quotes Due: Refer to Combined Synopsis/Solicitation Tentative Contract Award: 23 January 2023 Contract Performance Begins: 1 February 2023

Faxed or mailed quotes WILL NOT be accepted. Quotes shall be e-mailed to the issuing office of this solicitation to the attention of TSgt Kwando Dankyi and Mr. Chet Terrill. The offeror will need to confirm receipt of quote. For questions, please contact TSgt Kwando Dankyi, via email kwadwo.dankyi.1@us.af.mil or 757-764-4924, or Mr.

Chet Terrill, via email chester.terrill@us.af.mil or 757-764-2313

b. Late RFQs will be processed in accordance with FAR 52.212-1(f) “Late submission, modifications, revisions, and withdrawals of quotes.”

FAR 52.212-1 Paragraph (c), Period of Acceptance of Offers, is hereby tailored to read as follows:

c. Period for Acceptance of Offers. The quoter agrees to hold the prices in its quotes for 90 calendar days from the date specified for receipt of quotes.

End of Section mailto:kwadwo.dankyi.1@us.af.mil mailto:roy.massey.3@us.af.mil mailto:chester.terrill@us.af.mil

52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

(a) This competitive Request for Quote (RFQ) will be conducted in accordance with Federal Acquisition

Regulation (FAR) Part 12, Acquisition of Commercial Items, and FAR Part 13, Simplified Acquisition Procedures.

The Government will award a contract resulting from this RFQ to the responsible quoter whose quote conforms to the RFQ and will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:

1. Price

2. Technical Acceptability

3. Past Performance

All quoters will be ranked by total contract price from low to high, and will then be evaluated for both Technical and

Past Performance. Technical and Past Performance will be evaluated on an “Acceptable/ Unacceptable” basis.

Quoters shall receive an “Acceptable” rating for both Technical and Past Performance in order to be eligible for award. The government will evaluate the 4 (four) lowest priced quoters for technical acceptability, past performance acceptability and price reasonableness. Should the lowest priced quoters not receive an acceptable technical and past performance rating and cannot be remedied through interchanges, the process will continue in order of price until 4 (four) quoters with acceptable technical and past performance rating and fair and reasonable price are identified. Award will be made to the quoter with the lowest proposed price and receiving an “Acceptable” rating for both Technical and Past Performance.

Quoters are cautioned to submit sufficient information and in the format specified in these preparation instructions.

Quoters may be asked to clarify certain aspects of their quote or respond to adverse past performance information to which the quoter has not previously had an opportunity to respond.

A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror by the

Government 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 (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(b) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). In accordance with FAR 52.217-8, Option to Extend Services, the Government will evaluate 50% (or 6 months’ worth) of the final option year price to determine the price to be fair and reasonable in the case that this extension clause needs to be utilized.

(c) By submission of its quote, in accordance with the instructions in clause 52.212-1 “Instructions to Offerors”, the quoter accedes to all solicitation requirements, including terms and conditions, representations and certifications, and Performance Work Statement requirements. All quotes shall be treated equally for technical portions and performance records. Quoters must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows:

EVALUATION OF PRICE

FAR Part 13 acquisition and techniques in 13.103-3 will be used to determine the price fair and reasonable. If the

Government cannot determine the proposed pricing to be fair and reasonable, other than cost and pricing data will be obtained from the quoters. The Government will evaluate quotes for award purposes by adding the total price for all CLINS including basic period, option years, and fifty percent (50%) of the last option period price to cover the option to extend services IAW clause 52.217-8.

There is a great expectation of competition for this requirement; quoters are cautioned to present their best price quote up-front. Price quotes shall represent the quoters best effort to respond to the solicitation.

NOTE: Evaluation of the option periods shall not obligate the Government to exercise such options.

Option to Extend Services. Both the solicitation and resultant contract shall contain FAR Clause 52.217-8, entitled

“Option to Extend Services”. This clause allows for up to an additional six month continued contract performance if required. Interested quoters shall not include pricing in their quote for this clause as fifty percent (50%) of the last option period shall be used for the pricing only if clause 52.217-8 is required.

Materially Unbalanced Quote: If the contracting officer sees a wide variation in prices, the contracting officer can consider the need to amend the solicitation or ask the quoter(s) appropriate questions. Unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject a quote.

EVALUATION OF TECHNICAL

The technical rating reflects the degree to which the quoters technical volume meets or does not meet the minimum performance or capability requirements. The focus is on the ability of the quote to meet the minimum requirements of the PWS. Each quoter shall submit information clearly identifying how they will meet the following technical criteria:

Factor 1 - Offeror shall detail the necessary qualifications and experience to perform the work as outlined in the

Performance Work Statement and the offerors ability to provide personnel with the necessary qualifications.

Examples of this would be but not limited to the new hire or vacancy hiring processes and timelines.

Technical quotes will be evaluated on an “Acceptable/ Unacceptable” basis. To receive a rating of “Acceptable,” the quoter must adequately address their plan to meet the above mentioned technical criteria. Quoters must receive a rating of “Acceptable” for technical in order to be eligible for award. Quotes that exceed the evaluation criteria will not receive higher ratings.

TABLE 1. Technical

Rating Description

Acceptable The quote clearly meets the minimum technical requirements of the solicitation.

Unacceptable The quote does not clearly meet the minimum technical requirements of the solicitation.

EVALUATION OF PAST PERFORMANCE

There are three aspects to the past performance evaluation. The first is to determine whether the quoters performance information is recent and second, is the performance information relevant to the effort to be acquired in this acquisition. The third aspect is to determine how well the quoter performed on those contracts and the quality of product or service provided.

Past performance shall be evaluated in accordance with FAR 13.106-2(b)(3)(ii). The past performance information to be evaluated on each quoter will be information available in CPARS as well as information available through other government sources (i.e. key government officials) regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement.

The Government evaluators will conduct an in-depth review and evaluation of all available performance data to determine how closely the work performed under those efforts relates to the proposed effort. The evaluation will consider the recency, relevancy, and quality of each performance reference as it relates to this acquisition when assigning the past performance rating. The main purpose of the past performance evaluation is to appropriately consider each quoters demonstrated record of contract compliance by supplying products and services that meet user’s needs, including business relations, management, schedule and performance quality constraints. Any quoter lacking past performance in any government system shall be deemed “Acceptable.”

Recency. Recency will be assigned a rating of “Recent” or “Not Recent” for each relevant CPARS, other government agency-provided reference and references provided by the quoter. Performance occurring within the last three (3) years from the date of issuance of this solicitation will be considered “recent”. Reports on contracts with less than six months of performance will not be considered.

Relevancy. In evaluating relevancy, the Government will assign a rating of “Relevant” or “Not Relevant”. Relevant performance for this acquisition is to have effectively provided services similar to scope of this requirement, to include services for commercial as well as federal or DoD agencies.

Performance Quality. The Government will evaluate the quality of work performed for each past performance contract reference reviewed. The Government will evaluate the quoters demonstrated record of contract compliance in supplying products and/or services that meet user’s needs, including quality, cost and schedule. Performance assessed as “Satisfactory”, “Very Good”, or “Exceptional” shall be considered compliant with contract requirements. Any performance area assessed as “Marginal” or “Unsatisfactory” shall be considered unfavorable.

Past Performance shall be evaluated on an “Acceptable/ Unacceptable” basis. In the event of negative comments of a quoters past performance, the contracting officer shall evaluate the comments and make an “Acceptable/

Unacceptable ” determination. If a quoter is determined to have “Marginal” or “Unsatisfactory” past performance ratings, they will be given an overall past performance rating of “Unacceptable.”

TABLE 2. Past Performance

Acceptable Based on the quoters performance record, the Government has a reasonable expectation that the quoter will successfully perform the required effort, or the quoters performance record is unknown. To be rated as

“Acceptable”, no Marginal or Unsatisfactory ratings can be found in the past performance information.

Unacceptable Based on the quoters performance record, the Government has no reasonable expectation that the quoter will be able to successfully perform the required effort. To be rated “Unacceptable”, a negative rating of Marginal or Unsatisfactory will be identified by this office and validated by the

Contracting Officer.

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