Attach 3 Instructions to Vendors.pdf

SOURCE SELECTION INFORMATION FAR 2.101 & 3.104

INSTRUCTIONS TO VENDORS / EVALUATION FACTORS

Defense Finance and Accounting Services

HVAC Water Pumps Solicitation: HQ042326QE066

Defense Finance and Accounting Service (DFAS) Contract Services Directorate (CSD) is issuing a Request for Quotation (RFQ) for the purchase of supplies/services specified in the attached Statement of Work (SOW). This requirement is being solicited as a Brand Name or Equal requirement pursuant to an approved Justification and Approval (J&A). DFAS intends to award a Firm-Fixed Priced purchase order from this solicitation. Quotation evaluation will be conducted in accordance with FAR 12.203, with the intention to award a purchase order to one vendor.

The solicitation number is HQ042326QE066 and is issued as a request for quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01, located at https://www.acquisition.gov.

This requirement is solicited as other than full and open competition. The associated NAICS is 238220 and the small business size standard is $19M.

ISSUED BY:

CONTRACTING OFFICER:

Point of Contact: Miranda Amir DFAS Contract Services Directorate 3990 E. Borad Street, Bldg. 21 Columbus, OH 43213-1152 Phone Number: (667) 894-6568 E-mail address: miranda.j.amir.civ@mail.mil

Quotations shall be received by email to Miranda Amir at miranda.j.amir.civ@mail.mil and by 1:00 PM EST, June 22, 2026. There is a 15MB limit for all email submissions.

Questions regarding this solicitation are due to Miranda Amir at miranda.j.amir.civ@mail.mil by 1:00 PM EST, June 15, 2026. Questions will be answered at the discretion of the Contracting Officer.

DFAS reserves the right to accept a late quote if the late quote would not unduly delay the acquisition and the contracting officer makes the determination that it is in the best interests of the Government to accept the “late” quote.

GENERAL INSTRUCTIONS:

Quotations shall include the RFQ number, date of submittal, the vendor’s name, address, CAGE, POC name, phone number, and email. Quotes shall include the following attachments:

mailto:miranda.j.amir.civ@mail.mil mailto:miranda.j.amir.civ@mail.mil mailto:miranda.j.amir.civ@mail.mil

• The first attachment represents the attestation that quoter can meet Technical Approach.

• The second attachment represents the quoter’s pricing.

• The third attachment represents the quoter’s response to the applicable clauses located on the SF1449.

• Vendors may use the body of the email as a cover letter.

• All emails shall include the RFQ number in the subject line. Note: There is a 15MB limit for email submissions.

SUBMISSION INSTRUCTIONS:

1. Technical Approach: Quoter shall provide a response attesting that all requirements outlined in the SOW can be met within the period of performance. All salient characteristics of the proposed parts must be included.

2. Price Quote: Quoters shall provide pricing for all CLINs listed in SF1449, by completing Attachment 2, Schedule of Items (SOI). Prices should be submitted as a firm fixed price showing unit price as well as the total price of all CLINs. The price shall include all labor, materials, equipment, and travel necessary to provide the supplies/services as required by the

SOW.

3. Provision/Clause Fill-Ins: Quoter shall complete all applicable fill-ins on the SF1449, and submit as Attachment 3.

To permit a thorough and effective evaluation, all submissions shall be as concise, complete and clear as possible to permit the Government to make an evaluation without further discussions. The Government reserves the right to make a determination based solely on the information submitted and proceed without clarifications or discussions.

EVALUATION:

The basis for award selection is Lowest Price Technically Acceptable (LPTA). This acquisition is being solicited as unrestricted.

To be technically acceptable the offeror shall not take any exceptions to the RFQ. To be considered for award, offeror must have an active SAM.gov registration.

The Government will begin the evaluation process with a ranking based on the Total Evaluated Price from the lowest to highest price. Following the price ranking, only the lowest priced offeror(s) will be evaluated for technical acceptability. If acceptable, the evaluation will stop at that point and award will be made to the lowest priced technically acceptable offeror. If unacceptable, the Government will continue to review quotes in order of price until evaluating one that is technically acceptable and eligible for award. The Government reserves the right to conduct additional technical evaluations as deemed necessary.

Technical Capability: Technical Capability will be evaluated on an Acceptable/Unacceptable basis as follows.

Acceptable

Quotation meets requirements (including period of performance) and indicates an adequate approach and understanding of the requirements.

Unacceptable

Quotation does not meet requirements solicited and/or does not indicate an adequate approach and understanding of the requirements.

Failure to provide any of the required documentation or submission of documentation that does not demonstrate compliance with the Brand Name or Equal requirements, will result in the quotation being deemed technically unacceptable and ineligible for award.

The Government intends to award a firm fixed-price purchase order to the responsible vendor whose quote:

• Meets the technical requirement

• Offers pricing determined to be fair and reasonable

• Can meet the delivery time required

Price: Price reasonableness will be determined in accordance with IAW FAR 12.203. Quotes shall remain valid for a minimum of 60 days from the date of submission.

PROVISION/CLAUSE FILL-INS:

The Offeror shall complete representations and certifications, if not already available in on SAM.gov; otherwise, the quoter shall submit the full text version with fill-ins completed at the time of quotation. Full text of provisions/clauses may be accessed electronically at www.acquistion.gov.

PROTESTS:

Companies protesting this procurement may file a protest 1) with the contracting officer, 2) with the General Accounting Office, or 3) pursuant to Executive Order No. 12979, with the Agency for a decision by the Activity’s Chief of the Contracting Office. A protest filed with the agency per # 3) should clearly state that it is an "Agency Level Protest under Executive Order No. 12979." Absent a clear indication of the intent to file an agency level protest, a protest will be presumed to be a protest to the contracting officer. Upon request, the agency will consider an independent review at a level above the contracting officer for protests filed with the agency per #3).

NOTE:

Cybersecurity is a top priority for the Department of War (DoW). To help protect government information, the DoD uses the Cybersecurity Maturity Model Certification (CMMC) program to ensure contractors safeguard federal data. CMMC has multiple levels that are being rolled out in phases. The subject requirement is designated as CMMC Level 1, which focuses on basic protection of Federal Contract Information (FCI). To meet this requirement, contractors must complete a CMMC Level 1 self-assessment in the Supplier Performance Risk System (SPRS). The Level 1 self-assessment includes 15 basic security practices, as required by FAR 52.204-21, Basic Safeguarding of Covered Contractor Information Systems.

To complete the self-assessment, you will need the “SPRS Cyber Vendor User” role in PIEE. If you do not currently have this role, you may request it through PIEE. A quick-entry guide is attached for reference. For additional information on the CMMC program, please visit: https://dodcio.defense.gov/cmmc/About/

We kindly request that you complete the Level 1 self-assessment as soon as possible. The Government will verify the Offeror’s CMMC status in the Supplier Performance Risk System (SPRS). The offeror shall provide the CMMC Unique Identifier (UID) once the self-assessment is complete.

https://dodcio.defense.gov/cmmc/About/