Attachment 2 - Instruction to Offerors.pdf

Combined Synopsis/Solicitation # R823082024C Attachment 2 – Instructions to Offerors

INSTRUCTIONS TO OFFERORS

The Government contemplates award of one (1) Labor Hour contract, with Firm Fixed Hourly Rates, resulting from this solicitation. DR-4807-SD, anticipates the award of one (1) contract to be made to a single, responsible, responsive offeror whose proposal conforms to the solicitation requirements, and provides the “Best Value” to the Government based on both price and non-price factors. Failure to include all required information, in detail, may be cause to find an offeror’s bid non-responsive. The Government intends to evaluate proposals and award one (1) contract without discussions with offerors.

However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

Offerors shall submit a proposal that is legible and comprehensive enough to provide the basis for a sound evaluation by the Government. Information provided shall be precise, factual, and complete.

Legibility, clarity, completeness, and responsiveness are of the utmost importance. Proposals shall be in the form prescribed by, and shall contain a response to, each of the areas identified. Any proposal that does not provide, as a minimum, that which is required in this solicitation may be determined to be substantially incomplete and not warrant any further consideration.

An offer may be rejected if an offeror fails to meet timeframes established by the Contracting Officer to either address deficiencies in the offer or to submit a final proposal revision. A resubmission is permitted; however, it may be rejected immediately if it is still deficient in the area(s) that caused the initial rejection.

The Government has the right to cancel this solicitation at any time. Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

All offerors submitting a proposal in response to this solicitation are required to be registered in the System for Award Management (SAM) in order to be considered for award. Offerors must have an “active” SAM registration at the time of proposal submission. Registration information can be located at www.sam.gov.

To be eligible for award Offerors must be found responsible in accordance with Federal Acquisition Regulation (FAR) 9.101. Only the items listed on the Pricing Worksheet will be considered for award.

This requirement is set-aside for small businesses. There is no local area set-aside or preference for this requirement.

Table of Contents:

1.0 Evaluation Factors

2.0 Proposal Contents

3.0 Evaluation Methodology

4.0 Award

5.0 Period of Performance

6.0 Questions

7.0 Submission of Proposals

8.0 Projected Milestones

1.0 Evaluation Factors

This acquisition and source selection are being conducted in accordance with the procedures of Federal Acquisition Regulation (FAR) Parts 12 and 13. The acquisition will be awarded on the basis of a trade-off of technical and price factors. The technical evaluation factors as listed below are of equal importance. All evaluation factors other than cost or price, when combined, are equally important to cost or price. The Government intends to evaluate proposals and award without exchanges with Offerors (except clarifications).

Therefore, the offeror’s initial quote should contain the Offeror’s best terms from a cost or price and technical standpoint.

The Government will assess the level of confidence that the Offeror will successfully perform all requirements based on a rating confidence of High Confidence, Moderate Confidence and Low Confidence.

The following technical factors will be used to evaluate offers:

1. Work Plan & Proposed Personnel

2. Project Management Plan & Oversight

3. Quality Control Plan

4. Past Performance

2.0 Proposal Contents

Please review all requirements within this section to include documents listed under Volume I and Volume II. The below information must be provided by the offeror. Failure to include any of the documents listed below may result in not being considered for award.

Volume I: Technical Evaluation Factors (20 Page Limit)

Factor 1) Work Plan & Proposed Personnel The offeror’s quote will be evaluated on its demonstrated ability to provide staffing necessary to accomplish the tasks outlined in the Statement of Work, to include the minimum amount of time it takes to deploy personnel fit to perform and the hiring and recruitment process. The work plan shall demonstrate a clear understanding of the requirements of this effort and fully describe the offeror’s proposed solution to achieve requirements of the SOW as well as address the offeror’s technical approach and methodology. At a minimum, the offeror shall address the functions and disciplines involved for each objective, skill levels, quantity of resources, and methods of operation. The contractor shall provide a list of names verifying the minimum number of vetted guards required as listed within the SOW.

Factor 2) Project Management Plan & Oversight The offeror’s quote will be evaluated on its demonstrated project management and oversight capability.

Offeror must propose an acceptable plan to manage its workforce. The plan should seek to minimize the supervision and assistance from the FEMA Security Manager. The management plan shall demonstrate the offeror’s ability to direct and control the operation of this requirement both programmatically and on a daily basis in an efficient and cost-effective manner as well as detail the qualifications of the proposed Project Manager. It shall also address how the offeror will manage risks (including both identifying and mitigating risks). The plan shall include a detailed discussion on how any subcontracted work will be managed and integrated to ensure efficient and effective services are provided.

Factor 3) Quality Control Plan The quality control plan will be evaluated by assessing the offeror’s ability to propose and execute a quality control plan, whereby the contractor manages and monitors the process and takes the appropriate corrective action to correct performance to meet program objectives. The quality control plan shall discuss the offeror’s policies and procedures to ensure compliance with the contract requirements and its methods of documenting and enforcing quality control procedures of both the prime contractor and subcontractors.

Factor 4) Prior Experience/Past Performance The Government will consider the relevance of prior experience information obtained in relation to similar complexity and magnitude of this procurement, considering such factors as similar size, scope, and complexity completed by the firm. The Offeror shall identify three (3) contracts (preferably as the Prime Contractor) with the federal government, agencies of state and local governments, and commercial customers or private sector clients completed in the last three (3) years or currently in process. The Government reserves the right to verify any and/or all information provided for each referenced contract.

The following information shall be provided for each referenced contract:

1. Contract Title

2. Contract Number

3. Government Agency/Organization

4. Total Contract Price/Costs

5. Contract Completion Date

6. Contract Type

7. Description of the Contract

8. Brief discussion of how the work performed is relevant to this solicitation

9. Contracting Officer’s/Client’s name, address, telephone number and email address

The Government will consider the above information, as well as information obtained from any other sources, when evaluating the offeror’s past performance. CPARS ratings for the Quality, Cost, Schedule, and Management factors will be utilized. Additionally, the Government’s knowledge of Offeror’s past performance of recent contracts (within the last 3 years) may be utilized. The past performance evaluation will assess the offeror’s record of relevant (similar in complexity and magnitude of this procurement, considering such factors as similar size, scope and complexity completed by the firm) and recent work for government and commercial customers or private sector clients. An offeror with no recent or relevant past performance will be assigned a rating of neutral for this factor.

Volume II: Business & Price Quote (No Page Limit)

1. Offerors shall complete Attachment 3 - Pricing Worksheet. Offerors shall quote a fixed hourly labor rate for the base and option lines. The fixed hourly labor rate shall be fully burdened with all labor, overhead, G&A, profit, etc. The fully burdened hourly labor rate shall be billed for actual labor hours worked during the performance of the resulting contract. Price evaluation will be based on the total amount for all line items as quoted on the Pricing Worksheet to include the base and option periods.

2. Completed Representations, Certifications, and Other Statements of Offerors. Refer to FAR 52.212-

3; Full text located at www.acquisition.gov and in Combined Synopsis Solicitation # R823082024C.

3. The offeror shall submit sufficient evidence of responsibility for the Contracting Officer to make an affirmative determination of responsibility pursuant to the requirements of FAR Subsection 9.104- 1.

Statement of Contractor Assurance

By submitting this offer, the offeror certifies that, at the time of submission, they have adequate financial resources to perform the contract; they have the capability to comply with the required or proposed delivery or performance schedule; and otherwise meet or exceed the general standards required by FAR 9.104-1. Furthermore, by submitting this offer, the offeror also certifies that any partners or subcontractors meet or exceed the general standards required by FAR 9.104-1, and the offeror has commitments from their partners and subcontractors to deliver all commodities/services proposed.

The offeror shall disclose any filings for bankruptcy, fines levied by governmental agencies, or legal proceeding against any participating organization, employees, corporate officer, or entity that might have a material effect on the proposer’s ability to implement the proposed project, as required by FAR [52.209-5 or 52.212-3(h)*], Certification Regarding Responsibility Matters.

Instructions for Submitting Contractor Assurance Information

The offeror shall submit information supporting this certification to the CO at the time quotes are due. This submission will only be reviewed by the CO in making a determination of responsibility.

This information will not be reviewed as part of a technical evaluation and will not count against page limits for technical quotes.

At a minimum, offerors shall include: 1) the offeror’s quality control plans, including, but not limited to, any agreements and/or arrangements with subcontractors, providing as much detail necessary to explain how the statement of work will be accomplished within this working relationship; 2) a description of the offeror’s ability to adequately meet the financial demands of the requirement, including current relationships with lending and/or financial institutions or equity sources which have demonstrated interest in providing financing for the proposed project;

and 3) at the offerors discretion, any additional information the offeror believes supports the above certification and will assist the CO in making the determination of responsibility for the offeror and its subcontractors.

4. Representation by Corporations Regarding Delinquent Tax Liability or Felony Conviction

Under any Federal Law. Refer to FAR 52.209-11; Full text located at www.acquisition.gov

5. Small Business Representation. Refer to FAR 52.219-1; Full text located at www.acquisition.gov and in Combined Synopsis Solicitation #R801132022C.

6. Copies of all necessary state/local licenses, permits, registrations, or certifications as required to perform the duties and responsibilities of the position. No exemption will be approved. This requirement applies to the contractor’s company and the contractor’s personnel. See Attachment 1 – Statement of Work.

OCSO has reviewed the State of South Dakota Occupational Licensing website and there is no evidence that a state licensing requirement exists.

OCSO will discuss county and/or local licensing requirements at the kick-off meeting. If there are any local county and/or city licenses that are required, the contractor shall be responsible for providing copies of licenses to the COR, ensuring they are operating within the confines of the city or county laws/ordinances.

Option Periods

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers or quotations for award purposes by adding the total price for all options to the total price for the basic requirement to determine the total evaluated price.

This includes options under FAR clause 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options will not obligate the Government to exercise the option(s).

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. To account for the option periods possible under 52.217-8 (maximum of six months), Options to Extend Services, the Government will evaluate the option to extend services by adding six months of the offeror’s final option period price to the offeror’s total price.

This amount will be the total evaluated price. The Government may choose to exercise the Option to Extend Services at the end of any performance period (base or option periods).

Prices for the base and option periods, including the 6-month option available under FAR 52.217-8, will be evaluated to ensure that they are fair and reasonable for performance of the requirements established in the solicitation and as proposed in the technical submission. The price for the effort associated with FAR 52.217-8 will not be included in the total awarded value at contract award. If, at the end of the contract’s/order’s period of performance (the end of the base period or any option period) and within the time period established in the clause, the Government chooses to exercise this option, the pricing will be pursuant to the rates specified in the contract for the preceding performance period.

3.0 Evaluation Methodology

Rating Scale for Technical Evaluation Factors

The Government will assess the level of confidence that the offering contractor will successfully perform all requirements in regards to the Work Plan & Proposed Personnel, Project Management Plan & Oversight, Quality Control Plan, and Past Performance.

Rating Description

High Confidence The Government has high confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract with little or no Government intervention.

Moderate Confidence The Government has moderate confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract with moderate Government intervention.

Low Confidence The Government has low confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract even with Government intervention.

Neutral (Past Performance)

The Offeror does not have recent or relevant Past Performance.

All submitted information will be evaluated by a Technical Evaluation panel. All non-price information will be evaluated first and independently from pricing.

As all pricing information will be evaluated independently of all non-price information, pricing must be submitted on a separate page from all other submitted information.

4.0 Award

Award decisions will be made using Best Value Tradeoff based on price and non-price factors, in accordance with Federal Acquisition Regulation (FAR) Part 15.3 and supplemented by Homeland Security Acquisition Manual (HSAM) Chapter 3015. The Tradeoff process is appropriate when it may be in the best interest of the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror. In using the Tradeoff process the Government seeks to award to the offeror(s) who will best meet or exceed the Government’s requirements.

Award decision will be consistent with the evaluation factors listed in this section. The selection process and evaluation of proposals will be conducted by the Technical Evaluation Panel, and the Source Selection Authority will have final decision authority.

5.0 Period of Performance

Base Period 3,660 Hours Option Period 1 720 Hours Option Period 2 720 Hours

6.0 Questions

Questions shall be submitted to the Contracting Officer, Crystal Garcia at Crystal.Garcia@fema.dhs.gov. No phone calls will be accepted in regards to this solicitation.

Questions shall be received via email no later than, 08/24/2024, 6:00pm MST.

7.0 Submission of Proposals

All proposals shall be submitted via email to the Contracting Officer, Crystal Garcia at Crystal.Garcia@fema.dhs.gov. No phone calls will be accepted in regards to this solicitation.

Proposals must be received via email no later than 08/26/2024, 6:00am MST.

8.0 Milestone Dates

Posting Date – 08/23/2024 Questions due date – 08/24/2024, 6:00pm MST Proposal due date – 08/26/2024, 6:00am MST Evaluations (approximate) – 08/26/2024 Award Date (approximate) – 08/26/2024 Guards on Site, within 24 hours of award (approximate) – On or before 08/27/2024

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