ATT6_88310322Q00001_06222021_QUOTE_INSTRUCTIONS_NHL.docx

88310322Q00001 HST Janitorial Services HS TRUMAN Library

ATTACHMENT 6

QUOTATION SUBMISSION INSTRUCTIONS

The National Archives and Records Administration (NARA) requires Vendors to provide a written quotation to NARA officials for the purposes of assuring that the prospective Vendor fully understands the scope of this purchase order and has the capability to complete all requirements in the Performance Work Statement (PWS). NARA intends to issue a purchase order based on initial quotations. NARA will incorporate the written quotation into the purchase order.

1. Content of the Technical Quotation. The Vendor’s technical quotation to the Government must demonstrate the Vendor’s technical understanding and approach, management and quality control and relevant past performance as shown separately below. The purpose of the technical quotation is to enable the Government to assess and determine the soundness of each Vendor’s capabilities in accordance with the Evaluation Factors for Award contained in ATTACHMENT 7. As such, it is in the Vendor’s interest to refrain from using statements such as “the Vendor understands”, “the Vendor can and will comply with the requirements”, “standard procedures will be used”, “well known techniques will be used”, or statements that paraphrase/re-state the Performance Work Statement in whole or in part. Vendors are strongly encouraged to number the paragraphs in it Technical Quotation response to correspond to the numbering in the PWS to facilitate government review and evaluation.

a. Technical Understanding and Approach. (Volume 1) The Government will assess the Vendor's demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; understanding of, and approach to the work that the Vendor would have to perform under the prospective purchase order. The Government will assess whether the Vendor exhibits adequate techniques and approaches to meet purchase order needs and provide effective and efficient support services.

The Volume 1 technical quotation must not include any price or cost information. However, resource information such as data concerning labor hours, categories, material, and subcontracts must be contained in the Volume 1 quotation so that the Vendor’s understanding of the PWS can be evaluated in accordance with the Evaluation Factors for Award contained in ATTACHMENT 7.

b. Management and Quality Control. (Volume 1) The Government will assess the suitability of the Vendor’s management, and personnel who will work with the Government project manager as well as the management of challenges and risks, such as staffing (i.e. qualifications, experience, recruitment, and retention) and comprehensive training, as evidenced by the required draft Quality Control Plan. The Government will also assess whether the Vendor exhibits adequate management capability and effective quality control procedures to accomplish the overall objectives of this purchase order. The Government will assess the Vendor’s draft quality control plan.

i. Resumes. The Vendor must submit a formal written resume showing all relevant training, education, and work history that are pertinent to this purchase order for all key personnel being quoted to work under this purchase order. The Government expects that all personnel meet the performance requirements contained in the PWS. To help ensure the key personnel quoted will be those that will perform should the vendor receive the purchase order, NARA requests the vendor submit commitment letters for those listed as key personnel. Commitment letters should be submitted with resumes.

2. Relevant Past Performance Information. The Vendor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous work.

a. Relevant Past Performance (Volume 2). The Vendor shall submit no more than five references for relevant past performance during the last five years.

The quotation must describe the Vendor’s recent and relevant corporate performance on contracts/purchase orders related to the description of services. Relevant contracts/purchase orders are those contracts/purchase orders that are of similar scope, magnitude, nature, and work. The Vendor’s relevant past performance information must include the following:

(i) Contract/Purchase order Number(s); type of contract/purchase order; period of performance; total original, present, or final contract/purchase order dollar value; and specify whether the Vendor was the prime Contractor or the subcontractor. (Please verify the telephone numbers provided are current and correct).

(ii) Company or Agency’s name, address, e-mail address, telephone and fax numbers (both contractual and technical personnel) at the Federal, State, Local Government, or Commercial entity for which the contract/purchase order was performed. If Vendor was performing as a subcontractor on the contract/purchase order, they must clearly indicate the extent of involvement of subcontractor work in the effort such as 40% of the total labor hours or total contract/purchase order dollar value.

(iii) Detailed description of the work performed and comparability to the quoted effort. Rationale must be provided to demonstrate how contract/purchase order work is comparable to the quoted effort.

(iv) Clear statements describing whether the contract/purchase order services and schedules were completed on time, with a quality product conforming to the contract/purchase order, without any degradation in performance or customer satisfaction. Provide an assessment of the performance (technical and schedule) on these past programs and support these assessments with metrics, such as award or incentive fees earned.

(v) The number; type; frequency; duration and impact of any quality, delivery or cost problems in performing the contract/purchase order; the corrective action taken, if any; and the effectiveness of the corrective action.

(vi) Vendors must submit similar past performance information on quoted significant or critical subcontractors. Subcontractor past performance must be relevant to that required under this RFQ and to the work to be subcontracted. The quote must describe the amount of work and criticality of the work to be subcontracted. Such subcontractor work must clearly indicate the extent of involvement of the subcontractor(s) in the quoted effort such as 40% of the total labor hours and why such subcontractor experience is relevant considering the subcontractor effort quoted.

b. The Government requests that ATTACHMENT 8, Relevant Past Performance Questionnaire be forwarded to your references, completed by your references, and returned by your references directly to the NARA Contract Specialist shown below by the quotation due date and time.

It is the responsibility of the Vendor to ensure that the references submit the completed surveys in a timely manner. Vendors are encouraged to verify that references are willing to provide the service prior to designating the person/agency as a reference.

Note: Failure to submit the required Relevant Past Performance Information (Relevant Past Performance Volume and Relevant Past Performance Questionnaires) by the due date and time may result in rejection of the quote unless the vendor has certified that it has no relevant, directly related or similar past performance experiences. If a vendor has no relevant past performance it MUST submit a statement affirming it has no relevant past performance.

3. Price Quotation. (Volume 3) Submission of certified cost or pricing data is not required. In addition, vendors are encouraged to discount their prices.

a. Performance is for the base year and four (4) option years. For pricing purposes, the Vendor must use a start date of on or about March 1, 2022.

b. The Vendor must provide the following information on the first page of the pricing quotation:

(i) RFQ Number;

(ii) Name and address of Vendor;

(iii) Name and telephone number of point of contact;

(iv) Name of purchase order administration office (if available);

(v) Type of order; and

(vi) Quoted prices per the Schedule of Prices - best prices offered to the Government (See ATTACHMENT 1).

c. All other direct costs (ODCs) items must be separately identified and explained.

d. In order to expedite review of the quotation, vendors shall submit an electronic copy via email in a format compatible with the Microsoft Excel 2016 software program. NARA utilizes this information during the review of quoted prices for such things as math checks, the use of correct escalation, and other evaluation procedures (including price realism). Vendors must include the formulas and factors used in calculation of the data.

4. Exceptions. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Vendor’s quotation entitled “Exceptions”. The Vendor must also include complete rationale, justification, and the cost impact of each exception noted.

5. FAR 52.252-2, Solicitation Provisions Incorporated by Reference (Feb 1998). This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

a. FAR 52.217-5, Evaluation of Options (Jul 1990)

b. FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment. Vendors shall ensure the certification in this provision is completed and returned with its quote submission. NARA may verify via SAM that representation is complete if the certification is not returned.

6. Submission.

a. Quotations are to be submitted in three volumes: Volume 1, Technical Quotation, Volume 2, Relevant Past Performance, and Volume 3, Price Quotation.

b. NARA requests that quotations be submitted electronically to Mr. Kevin Schumacher at kevin.schumacher@nara.gov. Include the solicitation number in the subject line.

c. Electronic submission via email is required.

Volume 1 – Email to address shown above the technical quotation (also see ATTACHMENT 6, paragraph 1, Content of the Technical Quotation);

Volume 2 – Email to address shown above relevant past performance (also see ATTACHMENT 6, paragraph 2, Relevant Past Performance Information); and

Volume 3 – Email to address shown above a Microsoft Excel software file of the Schedule of Prices including supporting price data (see ATTACHMENT 1 and ATTACHMENT 6, paragraph 3, Price Quotation).