Attachment 1 - RFQ COMBO - Instructions and Basis of Award.pdf

Request for Quote Solicitation PIID#:

FA254325Q0005

1. GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 13.5 and FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is being issued as a Request for Quotation (RFQ). By submission of a quote, the contractor accedes to all RFQ requirements. Contractors shall clearly identify any non-material exceptions to the notice terms and conditions and provide complete accompanying rationale. A quote that takes exception to any of the material terms and conditions will be considered unacceptable and will not be awarded. Only the solicitation package of compliant offerors whose quote contains all parts and requirements shall be evaluated. The resultant single award will be used by 460th Contracting Squadron, Buckley Space Force Base, Colorado. This notice is not authorization to begin performance and in no way obligates the Government for any costs incurred by the contractor for this requirement.

The Government reserves the right not to award a contract as a result of this notice.

The solicitation document and incorporated provisions and clauses for commercial items are those in effect through Federal Acquisition Circular 2025-03 effective 17 January 2025.

1.1. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE:

541330 – Engineering Services with a Small Business Size Standard of $25,500,000.

1.2. EXTENT OF COMPETITION:

☒ Competitive Procedures ☐ Limited Sources

1.3. TYPE OF CONTRACT: Firm Fixed Price

1.4. REQUIREMENT DESCRIPTION: As specified within the Performance Work

Statement (PWS) (Attachment 2)

1.5. PERIOD OF PERFORMANCE:

Base Year (12 Months): 30 March 2025 – 29 March 2026 Option Year 1 (12 Months): 30 March 2026 – 29 March 2027 Option Year 2 (12 Months): 30 March 2027 – 29 March 2028 Option Year 3 (12 Months): 30 March 2028 – 29 March 2029 Option Year 4 (12 Months): 30 March 2029 – 29 March 2030 6 Months Extension: 30 March 2030 – 29 September 2030

1.6. ISSUING OFFICE POINTS OF CONTACT:

Contracting Officer: SSgt Matt Kennedy matthew.kennedy.24@spaceforce.mil Contract Specialists: Anna Mallet & SrA Samuel Pendleton anna.mallett@spaceforce.mil / samuel.pendleton.1@spaceforce.mil

1.7. SMALL BUSINESS SET-ASIDE: This solicitation is intended as a service-disabled veteran-owned small business set-aside IAW FAR 19.502-2(b).

1.8. QUOTE DUE DATE: The Contractor shall submit its quote to the issuing office points of contact in paragraph 1.6. via email or DoD SAFE submission NLT 3:00PM MST 13 February 2025. Quotes submitted later than the due date will be considered late and will be processed in accordance with FAR 52.212-1(f) Late Submissions, Modifications, Revisions, and Withdrawals of Offers.

1.9. PLACE OF PERFORMANCE: The Buckley Space Force Base Program Management Services will be for performed for 460 Civil Engineering Squadron (CES) at 385 S.

Aspen Drive, Buckley SFB, CO 80011.

1.10 QUESTIONS: All questions regarding this solicitation shall be submitted via email no later than 3:00 pm MST on 30 January 2025 to the POCs at the email addresses provided above.

Any questions shall be provided to the points of contact listed in Section 1.6. via email, using the excel template found in Attachment 3 (Questions Template). A formal site visit will not be conducted for this requirement.

2. INSTRUCTIONS TO OFFERORS:

A. The quote submitted in response to this RFQ must be in compliance with the terms and conditions of the requirements as stated in the RFQ, attachments, and the PWS.

All claimed capabilities to meet the requirements shall be realistic and are subject to verification by the Government. Non-conformance with these instructions may result in rejection of the quote, an unfavorable quote evaluation, or being deemed ineligible for award. The Government seeks to award to the Lowest Price Technically Acceptable Offeror. Award will be made on the basis of the lowest evaluated price of quotes meeting the acceptability standards for non-cost factors. The Government intends to make an award without discussions; however, this does not preclude the Government from holding discussions if it is in the best interest of the Government.

B. The quote shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The quote should not simply rephrase or restate the Government’s requirements but, rather, shall provide convincing rationale to address how the Offeror intends to meet these requirements.

Offerors shall assume that the Government has no prior knowledge of their facilities mailto:matthew.kennedy.24@spaceforce.mil mailto:anna.mallett@spaceforce.mil or experience and will base its evaluation on the information presented in the Offeror’s quote.

C. Discrepancies. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer (CO) in writing with supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the omission or error.

D. Quote Preparation and Submission: Offerors shall complete and submit a quote with the following information: Cover Letter, Pricing Sheet Template (Attachment 4), required contractor representations found in the cover solicitation document (Solicitation – FA25425Q0005), and Technical Approach as identified in the RFQ.

The details for assembly of the quote are identified below. Contractor shall address all contractor assumptions to the contracting officer through the questions and answers process prior to quote submission and shall take no exceptions. Offeror’s quotes shall be valid for 120 Days after quote due date.

E. Quote Submission Page Limits:

Section Evaluation Factor Title/RFQ Reference Page Limit Volume I Price Price Quote

(Attachment 4)

Volume II Technical Approach

– Consisting of Focus Areas listed on pg. 8 & 10

Technical Approach 10

Volume III N/A Administrative Documents

N/A

*Page Limits are double sided Details for assembly of the quote:

1. Quotes shall be electronic in a format readable by Microsoft Office applications 365 or later. Provide the quote on company letterhead.

2. Qualification statements/resumes and/or intent to sign letters, Table of Contents, Glossaries, Tabs, and List of Acronyms do not count against the page limit. None of these items are required, but if they are included, they shall be submitted with Volume III.

3. One page is 8.5 x 11-inches. Foldout pages, no larger than 8.5 x 14 inches (count as one side of a page) may only be used for large tables, charts, graphs, figures, and schematics and not for pages of text.

4. Pages shall be single line spaced: with a minimum 1-inch margin all around.

5. The font shall be no smaller than 10 point and no larger than 12-point for general text, text in tables, charts, graphs, and figured.

6. No condensed fonts allowed; Times New Roman or Arial font only.

7. Pages shall be numbered consecutively within each volume.

8. If page limits are exceeded, the excess pages shall not be read or considered in the evaluation of the quote.

9. Any deviation from the RFQ requirements and format may result in non-consideration of the quote. Offerors are responsible for ensuring that they submit their quote before the submission date and time deadline.

10. Acknowledge any solicitation amendments issued. If the solicitation is amended, the offeror is responsible for acknowledging receipt of the amendment prior to the hour and date specified in the amendment. Failure to acknowledge receipt of the amendment may result in rejection of your offer. Instructions on how to acknowledge receipt of the amendment will be contained in the amendment.

11. Prior to award, the offeror must complete registration and be active in the System for Award Management, SAM.gov (https://www.sam.gov).

12. The Price Quote (Volume 1):

• The Offeror shall submit a reasonable, complete, and balanced price quote. The pricing information submitted should fully support the PWS requirements for each major functional element specified in the PWS. The CLIN structure is listed in the table below:

CLIN Description Unit of Measure Quantity

0001 Program Manager (Wage Determination Position:

Engineer Technician IV) – Base Year

Months 12

0002 Facility Interior Utility Systems Sub-Activity Management Plan (APM) Manager (Wage Determination Position: Engineer Technician IV) – Base Year

Months 12

0003 Two (2) Material Control Technicians (Wage Determination Position: Warehouse Specialist) – Base Year

Months 12

0004 Two (2) Dorm Maintenance Personnel (Wage Determination Position: General Maintenance Worker)

– Base Year

Months 12

1001 Program Manager (Wage Determination Position:

Engineer Technician IV) – Option Year 1

Months 12 https://www.sam.gov/

1002 Facility Interior Utility Systems Sub-Activity Management Plan (APM) Manager (Wage Determination Position: Engineer Technician IV) – Option Year 1

Months 12

1003 Two (2) Material Control Technicians (Wage Determination Position: Warehouse Specialist) – Option Year 1

Months 12

1004 Two (2) Dorm Maintenance Personnel (Wage Determination Position: General Maintenance Worker)

– Option Year 1

Months 12

2001 Program Manager (Wage Determination Position:

Engineer Technician IV) – Option Year 2

Months 12

2002 Facility Interior Utility Systems Sub-Activity Management Plan (APM) Manager (Wage Determination Position: Engineer Technician IV) – Option Year 2

Months 12

2003 Two (2) Material Control Technicians (Wage Determination Position: Warehouse Specialist) – Option Year 2

Months 12

2004 Two (2) Dorm Maintenance Personnel (Wage Determination Position: General Maintenance Worker)

– Option Year 2

Months 12

3001 Program Manager (Wage Determination Position:

Engineer Technician IV) – Option Year 3

Months 12

3002 Facility Interior Utility Systems Sub-Activity Management Plan (APM) Manager (Wage Determination Position: Engineer Technician IV) – Option Year 3

Months 12

3003 Two (2) Material Control Technicians (Wage Determination Position: Warehouse Specialist) – Option Year 3

Months 12

3004 Two (2) Dorm Maintenance Personnel (Wage Determination Position: General Maintenance Worker)

– Option Year 3

Months 12

4001 Program Manager (Wage Determination Position:

Engineer Technician IV) – Option Year 4

Months 12

4002 Facility Interior Utility Systems Sub-Activity Management Plan (APM) Manager (Wage Determination Position: Engineer Technician IV) – Option Year 4

Months 12

4003 Two (2) Material Control Technicians (Wage Determination Position: Warehouse Specialist) – Option Year 4

Months 12

4004 Two (2) Dorm Maintenance Personnel (Wage Determination Position: General Maintenance Worker)

– Option Year 4

Months 12

5001 Program Manager (Wage Determination Position:

Engineer Technician IV) – 6 Mo Extension

Months 6

5002 Facility Interior Utility Systems Sub-Activity Management Plan (APM) Manager (Wage Determination Position: Engineer Technician IV) – 6 Mo Extension

Months 6

5003 Two (2) Material Control Technicians (Wage Determination Position: Warehouse Specialist) – 6 Mo Extension

Months 6

5004 Two (2) Dorm Maintenance Personnel (Wage Determination Position: General Maintenance Worker)

– 6 Mo Extension

Months 6

• Information shall be segregated by the performance periods and the total price for each CLIN as specified in the solicitation. Information shall also show the consolidated total price for the life of the contract. The Offeror shall use the Pricing Sheet Template (Attachment 4) to submit their proposed price.

• The Total Evaluated Price (TEP) shall be calculated as the sum of the Offeror’s proposed prices for the sum of the CLINs including the Base Period, and Option Periods 1 through 4. Evaluation of options does not obligate the Government to exercise such options.

• All dollar amounts provided shall be rounded to the nearest dollar.

• All fully-burdened labor rates shall be rounded to the nearest penny.

13. The Technical Approach (Volume II):

• Should be specific and complete in all areas of the requirement. Legibility, clarity, and coherence are very important. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the requirements. Address your technical solution for meeting the Government’s minimum performance or capability requirements. All of the requirements specified in the solicitation are mandatory. By submitting a quote, the Offeror is representing that their firm will perform all the requirements specified in the solicitation. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

14. Contract Administration (Volume III):

• Cover Letter: The Cover Letter shall identify the Total Amount Proposed (For Base Period and Option Periods 1-4, including the 6-month extension), company’s name and address, CAGE Code, Unique Entity ID (UEI) Number, Point of Contact (POC) to include a telephone number, and email address for any questions regarding your quote. The POC must have authority to negotiate and legally bind your company. The cover letter should also include the solicitation number (FA254325Q0005), the day/time specified in the solicitation for receipt of offers, and the Offeror’s socioeconomic status.

• Organizational Conflicts of Interest. If there are any OCIs for the prime and/or any team member/subcontractor in performance of the contract, identify those issues and provide an analysis of the situation and a plan to avoid, neutralize, or mitigate potential conflicts. If, prior to award of this purchase order, the Offeror enters into any activity that creates an actual or potential conflict of interest, the Offeror shall immediately notify the Procuring Contracting Officer (PCO) of the conflict. If no OCI issues are applicable, please include a statement to that effect in your quote.

3.0. BASIS OF AWARD

A. Award will be made in accordance with the basic contract procedures; these procedures will be specified in the RFQ, to the Offeror whose quote results in the Lowest Price Technically Acceptable offer to the Government. A contract may be awarded to the Offeror who is deemed responsible IAW FAR 9.1, as supplemented, whose quote conforms to the RFQs requirements (to include all stated terms, conditions, representations, certifications, and all other information required by the RFQ instructions) and is evaluated to be the Lowest Price Technically Acceptable offer.

B. Methodology: The Government shall conduct the evaluation in a phased approach as follows:

• Step 1: First, the Government shall order the quotes received in response to the solicitation from lowest to highest price. Then the Government will review the lowest price quote for compliance with RFQ instructions. (Volume I).

• Step 2: The Government will evaluate the lowest priced Offeror’s Technical Approach (Volume II) as technically “Acceptable” or “Unacceptable”. Any Offeror’s Technical Approach rated “Unacceptable”, will render the entire quote ineligible for award. The Government will not evaluate the offer further if the Offeror’s quote is rated as technically “Unacceptable.”

• Step 3: If the lowest priced quote is determined to be technically “acceptable”, the evaluation process will end, and a resultant award will be issued to that offeror without further consideration to any other offerors.

• Step 4: If the lowest priced quote is determined to be technically “unacceptable”, the next lowest priced quote will be evaluated. This process will be repeated until the lowest priced quote is determined technically “acceptable”.

C. The Government intends to make award based on the initial quote submissions without conducting discussions. Therefore, each offer should contain the Offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to hold limited exchanges for clarifications if, during the evaluation, it is determined to be in the best interest of the Government. Exchanges, consisting of clarifications and/or discussions, are fluid interaction(s) between the Contracting Officer (CO) and the contractors that may address any aspect of the quote and may or may not be documented in real time. Offerors may be given he opportunity to clarify certain aspects of their quotes such or to resolve minor or clerical errors.

D. Once the Government determines the Lowest Price Technically Acceptable Offeror, the

Government reserves the right to have exchanges with only that Offeror to address any issues, if necessary, and finalize the contract with that Offeror. If the parties cannot successfully resolve the outstanding issues, as determined pertinent at the sole discretion of the Government, the Government may hold exchanges with the next lowest priced offeror, based on the original analysis, and address any necessary issues with that Offeror. If the Government begins exchanges with the next lowest priced Offeror, no further exchanges with the previous Offeror will be entertained until after award.

E. Evaluation Factors:

The following factors shall be used to evaluate offers:

• Factor 1: Price

• Factor 2: Technical Approach – Inclusive of the following focus areas: Technical Capability, Management Approach, Quality Control and Service Interruptions Approach

1. Factor 1 – Price: Price competition is anticipated and exists if two or more responsible

Offerors, competing independently, submit priced quotes that satisfy the Government’s expressed requirements. Offeror’s Total Evaluated Prices (TEPs) will be evaluated for price reasonableness, completeness, and balance. The Government may compare Offeror TEPs to the Independent Government Estimate (IGE) or may use other price analysis techniques. The lowest priced offer received that is deemed responsible will be evaluated first for technical acceptability.

• Completeness: The Government will evaluate Offerors’ price quotes for completeness. The Offeror’s proposed price and other information will be evaluated to ensure continuity and traceability of prices to the technical volume, and between the initial quote, and any revisions thereto and to determine the extent to which all the price elements have been addressed. The review will determine the adequacy of the Offeror’s quote in addressing and fulfilling the RFQ requirements.

• Reasonableness: The Government will evaluate Offerors’ price quotes for reasonableness. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay in the conduct of competitive business. The Government will determine prices fair and reasonableness through the procedures listed in FAR 13.106-3.

• Unbalanced pricing: The Government will evaluate Offerors’ price quote for balance. Offerors are cautioned against submitting an offer that contains unbalanced pricing. The Government shall analyze offers to determine whether they are unbalanced with respect to separately priced line items or sub-line items and annual periods of performance. An offer that is determined to be unbalanced may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

• Evaluation of FAR 52.217-8, Option to Extend Services: The solicitation and subsequent award for this acquisition contains the clause at FAR 52.217- 8, Option to Extend Services. This option to extend the contract term shall be evaluated as part of the initial evaluation, whereby any resultant exercise of this option is within scope of the pending contract. The option provision may be exercised more than once and for any length of time at less than or equal to six months, but the total extension of performance hereunder shall not exceed six (6) months.

The Government shall evaluate the possible prices for FAR 52.217-8 through its evaluation of the base and option year 1-4 prices. If conditions warrant the exercise of this FAR 52.217-8, the price(s) for continued performance under this clause shall be at the same price(s) as awarded for the base period or the option period (whichever is being extended). Therefore, DO NOT SUBMIT PRICING FOR CLINs 5001-5004 as these CLINs are provided to cover the extension of services option period. The Government has included in the contract the above clause to extend services at the same price as the last performance period plus any applicable wage determination increase. The Government will evaluate price reasonableness on these Option Period 5 CLINs by applying the same amount to these CLINs as is provided in the Option Period 4 CLINs to formulate the TEP and use it for evaluation purposes. In accordance with FAR 52.217-8, if utilized, these CLINs will be exercised under the same terms and conditions that the contract is in at the time of exercise. As such, if the base and option prices are considered fair and reasonable then the cost of the possible extension of services under FAR 52.217-8 shall be considered fair and reasonable and in the best interest of the Government. Evaluation of options shall not obligate the Government to exercise the option(s).

2. Factor 2 – Technical Approach: The following technical ratings shall be used in the evaluation of Factor 2: Technical Approach. The Government will evaluate each focus area to provide one combined rating for Factor 2. If any focus areas are found to be unacceptable, the entire Technical Approach will be evaluated as unacceptable. The

Government will evaluate the Offeror’s written technical quote to the PWS tasks and focus areas. Offeror’s quote shall demonstrate a comprehensive understanding of the nature and scope of the work required. Offeror’s written technical approach is identified in the below areas.

Technical Ratings Description Acceptable Quote meets the requirements as set forth in the PWS tasks and focus areas. Offeror’s quote shall demonstrate a comprehensive understanding of the nature and scope of the work required

Unacceptable Quote does not meet requirements of the RFQ and contains one or more deficiencies. Quote is un-awardable.

• Technical Capability: The offeror shall submit Program Management Support capability IAW the PWS. The Government will evaluate the Offeror’s understanding of the technical approach to accomplish the requirements of the PWS as identified. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the technical focus area. Address your technical solution for meeting the Government’s minimum performance or capability requirements as specified in the attached PWS (Attachment 2). Include in the technical capability a plan for meeting the 30 March 2025 start date involving any lead times for ordering equipment as well as equipment placement or refresh.

• Management Approach: The Government will evaluate the Offeror’s understanding of the management approach to accomplish the requirements of the PWS. The Offeror shall include quality assurance planning, sufficient manpower planning, and training and equipment maintenance plans as specified in the PWS (Attachment 2). The Offeror shall provide a management plan proposing a staffing approach that adequately provides personnel to have the qualifications in accordance with the PWS to include labor classifications/skills as well as retention and replacement of personnel. If any of the effort during the life of the contract is to be subcontracted, the offeror must clearly identify how subcontractor labor will be utilized and to what extent subcontractor effort is required and or relied upon in accomplishing all the requirements of the PWS.

• Quality Control and Service Interruptions Approach: Demonstrate preliminary quality control approach to ensure all services listed on the Service Summary (SS) (Attachment 2, PWS Section 2.) are performed and inspected in accordance with the standards of the PWS. The final quality control plan will be submitted within 10 days of award of the contract IAW section 2.3 of the PWS.

***END OF RFQ***