Attachment 1.pdf

PROPOSAL PREPARATION INSTRUCTIONS

A. GENERAL INSTRUCTIONS

1. ALL PROPOSALS ARE DUE ELECTRONICALLY TO:

Christopher.Kelly@FEMA.DHS.GOV and RYAN.COLGAN@FEMA.DHS.GOV NO LATER THAN 05:00 PM EST ON Thursday, September 24, 2020. IT IS THE CONTRACTOR’S

RESPONSIBILITY TO CONFIRM RECEIPT OF ALL PROPOSALS WITH THE

CONTRACTING OFFICER. THE CONTRACTING OFFICERS WILL CONFIRM RECEIPT

VIA REPLY EMAIL UPON RECEIPT OF PROPOSALS.

2. Site Visit – there will be one (1) mandatory site visits for this solicitation. Thursday September 10, 2020 10:00 AM EST. If you are interested in a site visit as the prime contractor, submit all names and company represented to christopher.Kelly@fema.dhs.gov. All names should be received within 24 hours prior to the site visit date and time.

3. Questions and Answers (Q&A) – submit ALL questions to email address christopher.kelly@fema.dhs.gov. Phone calls will not be accepted. RFI’s and all questions shall be submitted no later than Tuesday September 15,2020 05:00 PM EST.

4. The offeror shall comply with the following instructions for preparing the Request for Proposal.

Failure to do so may result in the contractor’s proposal being considered non-compliant.

5. The proposal must be prepared in three volumes: Volume 1: "Technical Proposal", Volume 2 “Past Performance” and Volume 3 "Price Proposal" so that each part can be evaluated independently from the other. The technical and past performance proposal must not contain reference to price; however, resource information (such as data concerning labor hours and categories, materials, etc.) may be contained in the technical proposal.

6. Each Volume shall be marked with the Solicitation number, Title of the project, and offeror’s name.

7. Pages shall be numbered. Bookmarks are encouraged. Front matter (i.e., title pages, tables of contents, cross-reference matrices, acronym lists, and glossaries) may be provided for the sole purpose of ease in evaluation and won’t be counted in the page limitation.

8. Font size for the proposal shall be at least 12 point and must be easy to read such as Arial or Times New Roman. Page margins shall not exceed 1 inch. All page limits referenced below include tables, graphics, and appendices.

9. Only one copy of the proposals is required, and is to be submitted via email.

10. Amendments to Proposal - Any changes to a proposal made by the offeror after its initial submittal at the request of the Contracting Officer (i.e., in the Final Revised Proposal) shall be accomplished by replacement pages. The offeror shall include the date of the amendment on the upper right corner of the changed pages.

11. It is anticipated that this solicitation will result in a firm fixed price contract.

B. TECHNICAL PROPOSAL INSTRUCTIONS VOLUME 1

The technical proposal shall not exceed 20 double sided pages and shall address the following areas: (the review board will look at the first 20 pages only).

mailto:RYAN.COLGAN@FEMA.DHS.GOV mailto:RYAN.COLGAN@FEMA.DHS.GOV mailto:christopher.Kelly@fema.dhs.gov mailto:christopher.kelly@fema.dhs.gov

1. WORK PLAN - Describe the approach you will use to accomplish each task listed in the Performance Work Statement (PWS).

Your approach should be specific, detailed, and complete enough to clearly and fully demonstrate that you understand the requirement. The work plan shall address all proposed labor, supervision, materials, and supplies that will be provided to meet the contract requirements.

2. MANAGEMENT PLAN - Provide a management plan which includes at minimum, detailed information on the following: The management plan shall include a discussion on how work will be managed and coordinated to achieve the requirements in the PWS. The management plan shall demonstrate the Offeror’s ability to recruit and maintain a qualified work force available for this requirement. In addition, the offeror shall describe the organizational structure, including supervisory responsibilities, lines of authority, and relationships to corporate headquarters. Specifically, the offeror shall show its understanding of who will be in a position of authority over, or could impact, the technical and management entities. This should include a discussion on how subcontracts will be managed.

The management plan shall include a staffing plan showing the number of proposed staff, the distribution and effective use of the staff, levels of expertise and qualifications required for key positions and other than "Key Personnel" positions. Key Personnel shall be designated by the offeror. In addition, the offeror shall provide the duties and responsibilities for each position proposed.

3. PROPOSED SCHEDULE – Include proposed schedule for a 365 day period of performance.

4. KEY AND OTHER RESUMED PERSONNEL EXPERIENCE/QUALIFICATONS - The offeror shall identify key and professional personnel positions by title and name that are proposed for this requirement. The offeror shall demonstrate that the proposed key personnel and professional staff have an understanding of the requirements, as well as appropriate qualifications and previous experience in performing similar services. The offeror shall provide resumes for all proposed key and professional personnel proposed.

C. PAST PERFORMANCE VOLUME 2

The Offeror will be evaluated on recent, relevant, and past performance on three similar projects.

The Offeror will be evaluated on the relevance of the past performance accomplished by the Offeror that is similar in size, scope, and complexity to the requirement. Relevance as defined:

work completed within the last three years.

The Contractor shall list all current or prior federal contracts, total dollar amounts, contract name, agency, address, telephone number, email, and a brief description of the project performed. If the offeror has no federal contracting experience, then they shall include references of contracts with state, local, and private sectors. Offerors with no past performance will be rated as neutral.

Each past performance example must include the following:

i. Contract Number

ii. Description (To include Agency/Company Name)

iii. Value and Type

iv. Dates of Performance

v. Point of Contact Name

vi. Phone number and Email address of Point of Contact If an offeror’s point of contact cannot be reached for a specific project by the evaluation team, you will not be evaluated favorably, or unfavorably, but will receive a Neutral rating for that specific project.

D. PRICE/COST PROPOSAL INSTRUCTIONS VOLUME 3

The Price Proposal shall be priced using the Contract Line Item Number (CLIN) as provided. The Government will review the Firm Fixed Priced (FFP) pricing provided for the monthly services, per the statement of work and all associated attachments. Pricing shall be included for all line items, base and four (4) option periods. Emergency Janitorial Services will be submitted as an hourly rate. Please provide all pricing on the attached Bid Sheet.

Fixed Price CLINS A fixed unit rate and extended price shall be provided for all fixed priced CLINS.

EVALUATION FACTORS FOR AWARD (AWARD CRITERIA)

Proposals will be evaluated in accordance with Federal Acquisition Regulation Parts 15.101-1 and 15.305. Evaluation will be based on the three (3) volumes above which are: "Technical Proposal", "Past Performance", and "Price Proposal". Award will be made based on Best Value to the Government.

The Government intends to award one contract to the to the highest rated qualified Small Business Offeror deemed responsible in accordance with the Federal Acquisition Regulation (FAR), and whose proposal conforms to the RFP's requirement and represents the Best Value to the Government. The Best Value is the most advantageous offer where Past Performance and Technical when combined is of equal weight to Price. All proposals will be assessed for the following three factors and all factors other than price when combined, are approximately equal to, or significantly less important than cost or price. The evaluation process will be conducted in accordance with FAR Part 15.3.

TECHNICAL EVALUATION: The offeror’s technical proposal shall be evaluated using the following methodology:

1. The Work and management plan should clearly demonstrate an understanding of the tasks necessary to perform all management, supervision, labor, transportation, supplies, material and equipment required to effectively, economically and satisfactorily perform the Janitorial Services and miscellaneous utility work .

2. The Work and Management Plan should clearly demonstrate an understanding of the tasks of janitorial services, both critical and non-critical ensuring there is minimal disruption in operations.

3. The Work and Management Plan should clearly demonstrate an understanding of the tasks of emergency services and ensuring the work will be executed in accordance within the PWS.

PAST PERFORMANCE EVALUATION: The Offeror’s Past performance will be rated using Currency, Relevancy, and Confidence Assessments. Currency is defined as performance occurring within the last three years. In assessing Relevancy, the Government will look at the general scope, type of work performed and cost. The following methodology will be used to assess relevancy:

Past Performance Relevancy Ratings Rating Definition

Very Relevant Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant Present/past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

Offerors with no past performance will be rated as neutral.