Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023)

ADDENDUM TO RFO PROVISION 52.212-1, INSTRUCTIONS TO OFFERORS –

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICE

1. Simplified Acquisition Procedures will be used in accordance with (IAW) RFO part 12 in awarding this contract. The Government intends to award a Firm-Fixed-Price (FFP) contract to satisfy this requirement. This requirement is being solicited as a Request for Quotation (RFQ);

submission of a quote does not guarantee receipt of award.

2. Questions may be submitted to the points of contact 2Lt Jonathan Goodwin at jonathan.goodwin@us.af.mil, no later than the specified date and time 31 August 2026 no later than 12:30 P.M. EST. Questions submitted after this date and time may not be answered.

3. Quoters must use Attachment 2 - Quote Schedule to submit their prices and technical capability. Company information must be included. Quotes in response to this solicitation must be submitted via email to the point of contact above.

4. For a quote to be eligible for award, the quoter must have a current registration in the System for Award Management (SAM): https://www.sam.gov, prior to submitting a quote, IAW RFO 4.203-1(b). SAM will be checked to verify the quoter's status before any evaluation is conducted.

In accordance with RFO 9.1 prospective quoters must be determined responsible prior to award.

5. RFO Clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition. The additional RFO clauses cited in the clause are identified in Attachment 3 - Provisions and Clauses as applicable to the acquisition.

6. Quoters are required to meet all material solicitation requirements, such as terms and conditions, representations and certifications, deliverables, Statement of Work (SOW), etc.

Failure to comply with the terms and conditions of the solicitation may result in Quoter being ineligible for award. Quoters must clearly identify any exception to the solicitation terms and conditions and must provide complete supporting rationale. The Government reserves the right to make any such exceptions unacceptable, and the quote, therefore, is ineligible for award.

7. The terms and processes used in this acquisition are not subject to the formal definitions or processes found in RFO subpart 15.2, even if defined or described in RFO part 15. References to proposals, offers, or bids in this solicitation, including any of its attachments, shall be read and interpreted as "quotations," "quotes," "vendors," or "quoters." Any clerical errors in this solicitation, to include the attachments, that use the source selection nomenclature in RFO part 15 shall be read and interpreted in a manner consistent with RFO part 12 and part 13. Examples of RFO part 15 nomenclature include: Request for Proposals (RFP), De-briefing, Discussions, and Clarifications. Unless otherwise defined in this solicitation, definitions of words retain their definition under RFO 2.101; if no definition is provided, the common dictionary meaning shall be used IAW RFO 1.107(a).

The quoter shall be submitted in two (2) volumes, Volume I Price shall be no more than one (1) pages and Volume II Technical shall be no more than 29 pages. A single cover page and a single page table of contents shall be permitted and will not count toward the page limit. Any pages submitted beyond the limits will not be considered or evaluated. Quoters should be submitted in a single, combined .pdf formatted document.

Volume I Price:

a. The quoter shall submit proposed pricing in Attachment 2 – Quote Schedule. Quoters rejecting the terms and conditions may be excluded from consideration. Ensure a dollar value is entered, with the decimal rounded to the nearest hundredth, two decimal places.

b. “UNIT PRICE”, multiplied by the “QUANTITY” and the total, rounded to the nearest hundredth, entered under “AMOUNT”, as seen in the following example:

CLIN SUPPLIES/SERVICE QUANTITY UNITS UNIT

PRICE

AMOUNT

0001 Mobile Embalming Unit (MEU) Fabrication

1 Each $XXXX $XXXX

0003 On-Site Operational Training

1 Lot $XXXX $XXXX

Volume II Technical:

i. Subfactor 1: Technical Approach: The quoter shall provide a comprehensive technical narrative detailing their planned engineering approach to modify a certified 20-foot High- Cube ISO-compliant shipping container into a self-contained, bio-secure mobile embalming suite. The narrative must address:

a. Specialized Ventilation & HVAC: A detailed description of the single-pass HVAC system, proving a continuous exchange rate of at least 15 air changes per hour (ACH) with 100% outside air, and local exhaust ventilation (LEV) draw at the sink basin level to keep formaldehyde concentrations below OSHA's Permissible Exposure Limit of 0.75 ppm.

b. Environmental Operability: Engineering proof that all integrated systems (HVAC, plumbing, and tri-fuel backup generator) will function reliably in extreme ambient temperatures ranging from 0°F to 120°F.

c. Utility & Power Systems: Integration of the dual-frequency power conversion system to accept both CONUS (120/240V, 60Hz) and OCONUS (220V, 50Hz) shore power, alongside an automatic electrical transfer switch for the on-board tri-fuel generator.

d. GFE Integration: The physical mounting, plumbing, and electrical line integration of government items for integration such as embalming machines onto the sink station's platforms, ensuring compatibility with standard commercial machines (e.g., Portiboy, Dodge APC, Frigid, or Duotronic).

ii. Subfactor 2: Designs and Specifications: The quoter shall submit preliminary engineering drawings and floor plan layouts within Volume II. These designs must prove strict compliance with the dimensional boundaries defined in SOW Section 3.0:

a. Laboratory Midline Wall to Inner Privacy Door: Exactly 122 inches.

b. Clinical Embalming Sink Edge to Inner Privacy Door: Exactly 100 inches.

c. Finished Floor to Ceiling Height: Exactly 95 inches.

d. Left-Side Inner Wall to Right-Side Inner Wall: Exactly 87 inches.

e. Ergonomics & Maneuverability: Verification that the embalming lab area allows a standard medical gurney to fit inside with the metal inner privacy doors closed, permitting the embalmer to walk completely around the gurney.

f. System Routing: Layouts must clearly show the routing for HVAC ducting, the isolated utility/garage compartment containing the generator, fresh/wastewater tank placements, and generator exhaust routed away from personnel entry doors.

iii. Subfactor 3: Bill of Materials (BOM)

a. The quoter shall provide a complete Bill of Materials (BOM) identifying the major structural, medical-grade, and mechanical components proposed for the MEU. The BOM must include commercial product sheets verifying the following material standards:

b. Structural Steel: Container walls, roof, and door frames must consist of high-tensile Corten weathering steel (ASTM A588 or equivalent) to ensure corrosion resistance.

c. Interior Finishes: Walls and ceilings clad in seamless, medical-grade stainless steel panels; floor consisting of non-slip, non-porous resinous sheet flooring with an integrated Cove Base extending at least 4 inches up the walls.

d. Sink Station: Center-approach sink station constructed of high-grade, seamless, 14-gauge stainless steel, including a hot/cold mixing faucet with hospital-grade wrist-blade handles, independent sink spray assemblies, a commercial-grade garbage disposal, and a water-powered vacuum Hydro Aspirator with a built-in backflow preventer.

e. Fluids Capacity: Water storage tank networks with a combined capacity of at least 880 gallons, configured as: 275 gallons fresh water, 275 gallons wastewater, and 330 gallons reserved for emergency water capacity.

iv. Subfactor 4: Training Plan

a. The quoter shall provide a detailed training plan to execute the on-site operational and preventative maintenance training at Dover AFB in accordance with SOW Section 6.0. The plan must describe:

b. Curriculum & Scope: A comprehensive syllabus for a minimum of one (1) full day (8 hours) of on-site instruction tailored for up to six (6) licensed AFMAO embalmers and facility maintenance personnel.

c. Core Topics: Training must explicitly cover:

i. MEU setup, manual leveling, and utility hookups (power, water, sewer).

ii. Generator operation, fuel-switching (Propane, Gasoline, Natural Gas), and routine maintenance.

iii. HVAC calibration, LEV airflow testing, and filter-replacement schedules.

iv. Operation, sanitization, and troubleshooting of the custom sink station, hydro-aspirator, and overhead track-and-trolley lift system.

v. Subfactor 5: Quality Control Plan (Warranty): The quoter shall submit a Quality Control

Plan detailing their quality assurance, factory testing, on-site Site Acceptance Testing (SAT), and warranty administration. The plan must include:

a. Factory Testing: Rigorous pre-delivery inspection and testing of all electrical, plumbing, and HVAC systems prior to transit.

b. Site Acceptance Testing (SAT): Methods and protocols for executing the required on-site joint inspections and performance tests at Dover AFB, specifically:

i. Hydrostatic Pressure Test: Verification of zero leaks across all plumbing fixtures, storage tanks, and connections under pressurized flow.

ii. Electrical Load & Voltage Test: Verification of continuous 50-amp operation across all combined circuits running on municipal, generator, and converted OCONUS power.

iii. Airflow Velocity Test: Calibrated measurement confirming a minimum of 15 ACH and proper LEV draw at the sink basin level.

c. Warranty Administration: Procedures for managing and executing factory warranties and commercial-off-the-shelf (COTS) manufacturer warranties on all integrated mechanical, electrical, and plumbing parts upon successful delivery of the MEU.

8. Period for acceptance of quotes. The Quoter agrees to hold the pricing in its quote firm until 30 September 2026, unless another time-period is specified in an addendum to the solicitation.

10. Late submissions, modifications, revisions, and withdrawals of quotes. Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, to reach the Government office designated in the solicitation by the time specified in the solicitation or otherwise will not be accepted.

11. The Government intends to evaluate quoters and award a contract without discussion with Quoters. Therefore, the Quoter's initial quotes should contain the Quoter's best terms from a price and technical standpoint. The Government may reject any or all quotes if such action is in the public interest; accept other than the lowest quote; and waive informalities and minor irregularities in quotes received.

12. Debriefing: In accordance with RFO 52.212-1(e), unsuccessful quoters may request a brief explanation of the basis for the award decision. The written request must be received by the Contracting Officer within three (3) days after the date of contract award. If a timely request is received, the Contracting Officer will provide a brief explanation disclosing the overall evaluated price, the technical acceptability status of the successful and received quote, and a summary of the rationale for the award. Consistent with commercial simplified procedures, this brief explanation is not a formal debriefing under RFO Part 15 and does not extend the statutory timelines for filing a protest.

(End of provision)