Attachment 1 - Instructions and evaluation factors 12.17.25.docx

Instructions to Offerors

1. To ensure timely evaluation of the quote, the offeror must follow the instructions contained herein. The quote must be complete, independent, and respond directly to the requirements of this solicitation.

2. The contracting officer has determined there is a good probability of adequate price competition in this acquisition. Upon examination of the initial offers, the contracting officer will review this determination and if the contracting officer’s determines adequate price competition exists no additional information will be requested.

3. The Government intends on awarding a Firm fixed price as a result of this solicitation.

4. Set-Aside Requirement: This solicitation is a Small Business Set-Aside and only qualified Sellers will be considered.

5. The contractor shall submit the Reps and Certs report located in www.sam.gov. In addition, the contractor agrees to hold pricing for 30 calendar days from the date specified for receipt of quotes.

6. Offeror must have an active System for Award Management (SAM) registration by closing date of the solicitation. Contractors that submit a quote are not registered in SAM will not be considered for award;

7. Submissions: The contractor will complete and submit the following in order to be considered for award:

a. Offeror must submit a proposal indicating its technical approach and understanding of the requirements set forth in the Performance Work Statement.

c. The proposal must be prepared in three volumes: Factor 1: "Technical Approach", Factor 2 “Past Performance” and Factor 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 approach

b. Offeror must submit a detailed itemized quote, which shall include: Business Name; Address; Phone Number; Point of Contact: Email Address; DUNS Number and/or Cage Code

Basis for Award The Government intends to award a Firm Fixed Price (FFP) Purchase Order as a result of this solicitation. Award will be made using a trade-off/best value approach, whereby the Government may award to other than the lowest-priced offeror if the proposal represents the best value to the Government, considering both price and non-price factors. The award will be made to the offeror who has complied with the submission and evaluation requirements listed in this document and whose prices are determined to be fair and reasonable.

Evaluation Factors A firm fixed price contract award will be made to the responsive, responsible Offeror who provides the best valued solution to the Government. All proposals will be assessed for the following Four factors and all factors other than Technical Approach (and Mandatory Site Visit) when combined, are approximately equal to, or significantly less important than Technical Approach Evaluation Factors:

• Factor One – Technical Approach

• Facto Two – Past Performance

• Factor Three – Price

• Factor Four – Mandatory Site Visit Attendance

Factor 1 – Technical Approach The technical proposal shall not exceed 20 double sided pages and shall address the following areas:

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 staffing positions. In addition, the offeror shall provide the duties and responsibilities for each position proposed.

3. PROPOSED SCHEDULE – Include proposed schedule for a 336 day period of performance. (11 months)

4. PERSONNEL EXPERIENCE/QUALIFICATONS - The offeror shall identify professional personnel positions by title and name that are proposed for this requirement. The offeror shall demonstrate that the proposed 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 professional personnel proposed.

The Government will evaluate each Offeror on its approach and understanding of the requirements set forth in the Performance Work Statement. Offerors that fail to provide sufficient information regarding their respective technical approach will be evaluated as Low Confidence.

FEMA will assess its level of confidence that the Offeror will successfully perform the requirements based on their description of the organization’s process & approach, as well as the experience, flexibility and scalability.

The table below outlines the rating and definition for Factor 1 : Technical Approach

performing the contract with some Government intervention.

requirement, proposes a sound approach, or will be successful in performing the contract even with Government intervention.

Factor 2 - Past Performance 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.

The table below outlines the rating and definition for Factor 2: Past Performance

performing the contract with some Government intervention.

requirement, proposes a sound approach, or will be successful in performing the contract even with Government intervention.

Factor 3 – Price 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 Performance Work Statement and all associated attachments. Pricing shall be included for all line items. Emergency Janitorial Services will be submitted as an hourly rate. Please provide all pricing on the CLINs Pricing Template.

The price submitted as part of the proposal are for evaluation purposes only. There is no guarantee FEMA will award to the lowest price propose as this is an evaluation based on best value.

Best Value Determination: the source selection authority will be the selection decision on an integrated assessment of the submitted proposals in accordance with the evaluation factors and sub-factors establish within the solicitation.

While cost/price is for evaluation purposes only, cost/price may become a critical factor in source selection in the event that two or more Offerors are determined to be essentially equal following the evaluation of all factors other than cost or price. The Government reserves the right to make an award to the Offeror whose proposal provides the best overall value to the Government.

Factor 4 – Site Visit Attendance at the mandatory site visit is required for proposal submission. Proposals submitted without a company representative attending the site visit will be deemed unresponsive and will not be considered for evaluation.

The table below outlines the rating and definition for Factor 4: Mandatory Site Visit Attendance