Attachment 1 - Instructions to Quoters SLA.pdf

ATTACHMENT 1 - INSTRUCTIONS TO QUOTERS AND EVALUATION PROCEDURES

Office of Justice Programs (OJP)

Business Resource Division (BRD) Service Level Agreement (SLA)

1. CONFIDENTIAL INFORMATION

The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the Government for copies of contract qualifications and proposals submitted to federal agencies. If a quoter’s quote contains information the quoter believes should be withheld from such requestors under FOIA on the grounds that they contain “trade secrets and commercial or financial information” [5 U.S.C. § 552(b)(4)], the quoter should mark its submissions in the following manner:

• The following notice should be placed on the title page: “Some parts of this document, as identified on individual pages, are considered by the submitter to be privileged or confidential trade secrets or commercial or financial information not subject to mandatory disclosure per the Freedom of Information Act (FOIA).”

• Each individual item considered privileged or confidential under FOIA should be marked with the following notice: “The data or information is considered confidential or privileged and is not subject to mandatory disclosure per the Freedom of Information Act (FOIA).”

2. REQUEST FOR QUOTATION (RFQ) RESPONSE REQUIREMENTS

2.1 GENERAL

This is a combined synopsis/solicitation for commercial services prepared in accordance with FAR Part 12, as revised by the Department of Justice implementation of the Revolutionary FAR Overhaul (RFO). This announcement constitutes only solicitation. Quotations are being requested and a separate written solicitation will not be issued.

Solicitation No.15PADB26Q00000002 is issued as a Request for Quotation (RFQ) for a Service Level Agreement that includes preventive maintenance, sanitization, and emergency/non-emergency repair services for Government-owned break room appliances and related equipment located at 999 North Capitol Street NE, Washington, DC 20002. Contractor must be within a 50-mile radius from where contract work will be performed.

The applicable North American Industry Classification System (NAICS) code is 811412, Appliance Repair and Maintenance.

This acquisition is a small business set aside.

The contemplated award is a hybrid Firm-Fixed-Price (FFP) and Time-and-Materials (T&M) purchase order.

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at http://Acquisition.gov.

All responsible parties bearing the above-mentioned NAICS may submit a quotation, which will be considered by the Government.

Quoters shall submit documentation in accordance with the requirements of this Request for Quotation (RFQ). Quotations (quotes) must be clear, coherent, and prepared in sufficient detail for effective evaluation of the quoter’s submission against the stated evaluation criteria. Also, the submission shall cover all aspects of this RFQ and include the quoter’s approach for providing Service Level Agreement to the Office of Justice Programs (OJP) Business Resource Division.

Quotes must clearly demonstrate how the quoter intends to accomplish the requirement and must include convincing rationale and substantiation of all claims. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to the RFQ are not desired.

Interested quoters shall e-mail written questions to the Government Contract Specialist, MeaWonna Floyd at meawonna.floyd@usdoj.gov. Telephone calls will not be accepted. The Government will answer questions received by 12:00pm Eastern Time, Thursday September 3, 2026. Questions received after this date will not be answered.

Quotes shall be submitted via email by 5:00pm Eastern Time, Tuesday, September 8, 2026. It is the quoter’s responsibility to confirm receipt of their submission. The quote shall be valid for 120 calendar days. Be sure to use 15PADB26Q00000002 in the subject line of your email to the Government Contract Specialist, MeaWonna Floyd at meawonna.floyd@usdoj.gov.

2.2 QUOTE REQUIREMENTS

The quote cover letter is optional. If the quoter chooses to submit a cover letter, the cover letter should identify all enclosures being transmitted and should be used only to transmit the quote and include no other information. The cover letter should include the following:

a) The Solicitation number.

b) The name, address, and telephone number of the quoter (and electronic address if available) and SAM Unique Entity Identifier (UEI).

c) Points of contact name, title, email address, telephone number and business address.

d) Statement acknowledging all solicitation terms, conditions, and provisions included in the RFQ and agreement to furnish any or all items upon which prices are quoted at the price set opposite each item.

e) Name(s), titles, telephone numbers, and email addresses of persons authorized to communicate on the quoter’s behalf with the Government in connection with this RFQ and;

f) Name, title and signature of an individual authorized to bind the company.

The following are further descriptions of the information that shall be provided with the quote:

Volume Number Reference Page Limit

Cover Letter 2.2 2 mailto:meawonna.floyd@usdoj.gov mailto:meawonna.floyd@usdoj.gov

I Technical Acceptability 3.1 15 II Price 3.2 No Limit

2.3 RFQ RESPONSE – ADDITIONAL REQUIREMENTS

• The title/cover page, table of contents, table of figures, list of tables, and glossary of abbreviations and acronyms do not count against page count limitations. Quote contents that exceed the stated page limitations will be removed from the quote by the Government Contract Specialist prior to turning the quote over to the Government Evaluation Teams and will not be considered in the evaluation.

• The table of contents, if included, shall list sections, subsections, and page numbers. Each volume shall contain a glossary of all abbreviations and acronyms used in that volume. Each acronym used shall be spelled out in the text the first time it appears in each quote volume.

• Text and graphics portions of the electronic copies shall be in a format easily readable by

Microsoft Office and/or Adobe applications. Quoters shall ensure that quotes are virus-free and free of password protection. If any portions of the electronic files are unreadable, the Government Contract Specialist may notify the quoter and permit the quoter to resubmit the “unreadable portion” of the quote. The method and time for resubmission will be prescribed by the Government Contract Specialist.

The resubmission may be considered as if it were received by the date and time of the original unreadable submission provided the quoter complies with the method and time for resubmission prescribed by the Government Contract Specialist.

• Each volume, other than Volume II -Price shall be written, to the greatest extent possible, on a standalone basis so that its content may be evaluated with a minimum of cross-references to other volumes of the quote. Cross-references within a volume are permitted where use would conserve space without impairing clarity. Information required for quote evaluation, which is not found in its designated volume or cross-referenced, is assumed omitted from the quote.

Font size: 12; Fonts: Arial, Calibri or Times New Roman Volume Spacing: Double-spaced (maximum)

3. EVALUATION FACTORS

Factor 1: Technical Acceptability Factor 2: Price

3.1 Factor 1: Volume I – Technical Acceptability

The quoter shall provide sufficient information for the Government to determine whether it can meet all minimum PWS requirements. At a minimum, the quotation shall address:

1. Capability to Perform the Required Services — Confirm the quoter can perform the preventive maintenance, sanitization/deep cleaning, and emergency/non-emergency repair services for the types of equipment identified in the PWS/Exhibit A.

2. Required Certifications/Qualifications — Provide evidence of the required Hoshizaki certification and any applicable refrigerant/CFC or other required licenses/certifications.

3. Service Response Capability — Confirm the ability to meet the PWS response and repair time requirements for emergency and non-emergency service calls.

4. Preventive Maintenance and Sanitization Capability — Confirm the ability to perform the scheduled preventive maintenance and quarterly sanitization/deep cleaning in accordance with the manufacturer’s recommendations and applicable requirements identified in the PWS.

5. Warranty and Service Documentation — Confirm compliance with the required warranty and ability to provide the required service reports, estimates, labor/material documentation, and other PWS deliverables.

3.2 Factor 2: Volume II-Price

The Government has provided a Pricing Worksheet that will be utilized to include their narrative, which describes the basis of the quoter’s fully burdened and discounted rates for the estimated award periods. (See Attachment 3 – Pricing Worksheet). The quoter shall provide a total firm-fixed price for the performance of all requirements identified in the PWS. No additional costs will be paid by the Government unless specifically authorized by the contract.

Quoters shall not add or delete any rows in the Pricing Worksheet and shall not change any information or formulas in the Pricing Worksheet, except that they may adjust the width and height of any cell and add a narrative tab (if desired). All percentages and rates are rounded to two decimal places.

Quoters shall submit their pricing in accordance with Attachment 3 – Pricing Worksheet.

4. BASIS OF AWARD

The Government intends to award a single hybrid firm-fixe price and time-and-materials award for the services specified in the PWS. The Government anticipates awarding a contract with an anticipated performance period of September 23, 2026 – September 22, 2031, if all option periods are exercised. An award will be awarded to quoter whose quotation represents the best value to the Government. For the purposes of this RFQ, the best value will be determined based on technical acceptability and price. Award will be made to the technically acceptable quoter with the lowest evaluated price. No tradeoff will be conducted.

Factor 1 – Technical Acceptability must be rated Acceptable.

Factor 2 – Price must be complete and the overall evaluated price must be determined fair and reasonable.

• Quotes containing exceptions, qualifications, conditions, assumptions, or any other deviations from the RFQ will be considered non-responsive, rejected, and not considered for award.

• The Government reserves the right not to execute an award because of this competition if it is the Government’s opinion that none of the submissions will provide technical acceptability performance and at a price that is considered fair, reasonable, and/or economically feasible.

• Quoters are cautioned and encouraged to submit sufficient information. The Government may ask quoters to clarify certain aspects of their quote. However, the Government reserves the right to make an award without the opportunity for quote revision.

5. EVALUATION METHODOLOGY

The Government may evaluate quotations set forth in the basis of award section. The Government will organize the quotes based on the lowest to the highest price and will evaluate the Technical Acceptability of the lowest priced quote first. If the lowest-priced quotation is technically acceptable and its evaluated price is complete and otherwise acceptable for award, the Government may make selection without evaluating higher-priced quotations for technical acceptability. If the lowest-priced quotation is technically unacceptable, the Government may evaluate the next-lowest-priced quotation and continue until a technically acceptable quotation is identified for selection.

The Government intends to make an award based on the initial quote submissions without conducting interchanges. Therefore, each quote should contain the Quoter’s best terms for price and technical acceptability. However, the Government reserves the right to hold interchanges if, during the evaluation, it is determined to be in the best interests of the Government.

6. EVALUATION RATINGS

6.1 Factor 1: Technical Acceptability

The Government will evaluate the quotation to determine whether the quoter demonstrates compliance with each of the five minimum technical requirements identified above. A quotation that meets all five requirements will be rated Acceptable. A quotation that fails to meet one or more requirements will be rated Unacceptable.

Rating Description Acceptable Quote meets minimum requirements of the solicitation.

Unacceptable Quote does not meet minimum requirements of the solicitation.

Quotations receiving an Acceptable rating under Factor 1 may be considered for award. Quotations receiving an Unacceptable rating under Factor 1 will be ineligible for award.

6.2 Factor 2: Price

No rating will be given to the price. Price will be evaluated for completeness, fairness, and reasonableness.

(END OF DOCUMENT)