Attachment 2 Solicitation Instructions Offeror.pdf

REQUEST FOR QUOTATIONS

Defense Finance and Accounting Service Indianapolis, IN (DFAS-IN)

Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS) Maintenance Services

Solicitation HQ042326QE055

1 | P a g e

INSTRUCTIONS TO OFFEROR’S/EVALUATION FACTORS

Defense Finance and Accounting Service (DFAS) is issuing this combined synopsis/solicitation for commercial products or commercial services prepared in the attached Performance Work Statement (PWS) and in accordance with Federal Acquisition Regulation (FAR) Overhaul (RFO) Part 12. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Offerors are responsible for reviewing the Solicitation (SF 1449 HQ042326QE055), the attached PWS, and the Solicitation Instructions in their entirety. Quotations that fail to meet the Solicitation requirements may be determined unacceptable, will not be evaluated further, and will not be considered for award.

Quotations shall be received by email to Coleman Dieger at dcoleman.dieger.civ@mail.mil and Terri Davis at terri.l.davis34.civ@mail.mil by 4:00 PM EST on June 19, 2026.

Questions regarding this solicitation are due to Coleman Dieger at dcoleman.dieger.civ@mail.mil and Terri Davis at terri.l.davis34.civ@mail.mil by 4:00 PM EST, June 12, 2026. Questions will be answered at the discretion of the Contracting Officer.

This solicitation and anticipated contract award are subject to applicable provisions and clauses in effect through Federal Acquisition Circular 2026-01, located at https://www.acquisition.gov.

This requirement is solicited as full and open competition. The associated NAICS is 561621 and the small business size standard is $25M. To be considered for award, offerors must have an active SAM.gov registration.

1.0 DESCRIPTION OF REQUIREMENT

The Contractor shall provide maintenance and on-call support services for the Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS) located at the Defense Finance and Accounting Service-Indianapolis, IN (DFAS-IN). Services include preventative, corrective, emergency and Government directed maintenance, diagnostics, troubleshooting, repair, system administration, and installation and/or removal of equipment as directed by the Government. Services shall be performed in a manner that ensures system reliability, security, and continuity of operations.

2.0 GENERAL INSTRUCTIONS

2.1 Quotations shall include the RFQ number, date of submittal, the vendor’s name, address, CAGE, POC name, phone number, and email. Quotations shall include attachments and shall be submitted via email.

The first (1) attachment represents the vendor’s response to Technical Factor 1, Certifications/Authorizations. The second (2) attachment represents the vendor’s response to Technical Approach, Factor 2, and the third (3) attachment represents the vendor’s response to past performance, Factor 3 and the fourth (4) attachment represents the vendor’s response to Price, Factor 4. Vendors may use the body of their email as a cover letter. Limit the cover letter to 600 words.

2.2 Text shall be single-spaced, on 8 1/2 x 11-inch paper, with minimum one-inch margins on all sides and minimum 12-point font. Text and graphics shall be in a format readable by Adobe PDF, Microsoft Word, PowerPoint or Excel. Text within tables and graphics shall be a minimum of 10-point font. Note: There is a 15MB limit for email submissions.

2.3 Page Limitations. Any pages in excess of the page limitations below will not be considered. Cover pages and Table of Contents may be excluded from the page count.

mailto:dcoleman.dieger.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil mailto:dcoleman.dieger.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil http://www.acquisition.gov/

Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS)

2 | P a g e

Attachments Page Limits Attachment 1: Technical Certifications /Authorizations - Factor 1 No Page Limit

Attachment 2: Technical Approach - Factor 2 10 pages

Attachment 3: Past Performance- Factor 3 5 pages

Attachment 4: Price - Factor 4 (Attachment 3 Pricing/CLIN Structure Document)

N/A

3.0 SUBMISSION INSTRUCTIONS

Factor 1 – Technical Certifications and Manufacturer Authorizations

To be considered Technically Acceptable, the quoter shall provide documentation demonstrating that personnel proposed to perform maintenance and repair services possess current manufacturer certifications applicable to the systems they will support, including:

• Proof of LENEL/On-Guard Certification(s) for proposed technicians applicable to the systems maintained under this contract; and

• Proof of current Bosch and/or DMP manufacturer certification(s) for proposed technicians as applicable to the systems they will support.

In addition, the Quoter shall provide documentation demonstrating current manufacturer authorizations, including:

• LENEL Value Added Reseller (VAR) status; and

• Proof of current authorized reseller status for Bosch and DMP products.

Quotations that fail to meet the above requirements will not be evaluated further and will not be considered for award.

Factor 2 – Technical Approach

Describe your technical approach for meeting PWS requirements. Include a description of the following:

• Understanding of the requirement and how it will be performed.

• The Quoter’s overall approach to performing preventative, routine, corrective, emergency, and non-emergency maintenance services;

• The proposed staffing methodology including labor categories/roles, personnel coverage, certifications, and the overall approach for ensuring adequate staffing and response capability necessary to support CCTV, IDS, and ACS systems requirements.

• The qualifications, certifications, and relevant experience of proposed technical personnel supporting CCTV, IDS and ACS systems of similar size and complexity; and

• The ability to provide system administration, diagnostics, troubleshooting, repair, and full operational support for LENEL ACS and Bosch/DMP IDS components.

Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS)

3 | P a g e

Factor 3 – Past Performance

(A) Provide a list of no more than three (3) of your most recent and relevant contracts. Only recent and relevant contracts will be evaluated. Recent means contracts performed or completed within three years from the quotation due date. For contracts that are currently being performed, the contractor must have performed at least six months of service for the contract to be evaluated. Relevant means similar in scope and complexity to the solicited work. Furnish the following information for each contract referenced:

(1) Company/Division name

(2) Description of Service

(3) Contracting Agency/Customer

(4) Contract Number

(5) Contract Dollar Value

(6) Period of Performance

(7) Verified, up-to-date name, address, email and phone number of the contracting officer/POC

(8) Comments regarding compliance with contract terms and conditions

(9) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

(10) Explanation of why their contract is relevant to the solicited work.

(B) Questionnaires. Attached to the solicitation is a Past Performance Questionnaire (PPQ).

Contractors are required to send the Questionnaire to each contracting officer or point of contact (POC) with knowledge of the contractor’s performance for each contract referenced (unless a past performance record is already available in CPARS for the referenced contract). The contracting officer/POC should be instructed to send the Questionnaire directly to the person identified on the first page of the Instructions no later than the quotation due date specified. The contractor is solely responsible for ensuring that Questionnaires are received by the Government no later than the quotation due date.

Questionnaires received after the quotation due date may not be considered in the evaluation.

(C) Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime contractor or the Government without the subcontractor’s consent. Provide a letter, as an additional Attachment, from each subcontractor that will perform significant aspects of this requirement, consenting to the release of their past performance information to the prime contractor and the Government. Consent letters do not count toward page limitations.

Factor 4 – Price

The quoter shall complete and submit the Government provided Pricing/CLIN Structure spreadsheet, Attachment 3 in its entirety. Pricing under this solicitation consists of two components:

• Firm-Fixed Price (FFP) Preventative Maintenance CLINs: Quoters shall provide fixed monthly pricing for recurring preventative maintenance services for the base period and each option period.

• Time-and-Materials (T&M) Repair CLINs: For Emergency/Non-Emergency Repair

Services, Quoters shall provide fully burdened hourly labor rate pricing for the proposed technician labor category. Material, if required, shall be reimbursed at actual cost in accordance with the

Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS)

4 | P a g e

Pricing/CLIN Structure Document. The labor rate shall remain fixed for the applicable period of performance.

Government established Not-To-Exceed (NTE) amounts apply to each T&M repair CLIN for contract administration purposes. Quoters shall not provide a lump sum price for T&M repair CLINs.

4.0 EVALUATION

The Government intends to evaluate quotations and issue a single-award purchase order to the responsible quoter whose quotation represents the best value to the Government, based upon the quoter’s technical certifications/authorizations, technical approach, past performance and price based on initial quotation. The Government may reject any or all quotations if such action is in the public interest; accept a quotation other than the lowest priced quotation; and waive informalities and minor irregularities in quotations received.

4.1 Order of Importance

Factor 1, Technical Certifications/Authorizations, will be evaluated on an Acceptable/Unacceptable basis. Only quotations rated Acceptable under Factor 1 will be further evaluated.

For quotations with a Technical Certification/Authorization rating of Acceptable, award will be made on a best value trade-off basis. Factor 2, Technical Approach, and Factor 3, Past Performance, are of equal importance. When combined, Factors 2 and 3 are more important than Factor 4, Price. However, the importance of price will increase if quotations are rated and considered essentially equal in terms of non-price factors.

4.2 Definitions

Factor 1 – Technical Certifications /Authorizations

Acceptable Quotation meets certification requirements.

Unacceptable Quotation does not meet certification requirements.

Factor 2 – Technical Approach

The following evaluation definitions are provided to assist the evaluator(s):

Deficiency: A material failure of a quotation to meet a Government requirement or a combination of significant weaknesses in a quotation that increases the risk of unsuccessful contract performance to an unacceptable level.

Weakness: A flaw in the quotation that increases the risk of unsuccessful contract performance. A significant weakness in the quotation is a flaw that appreciably increases the risk of unsuccessful contract performance.

Strength: A proposed method or technique in the quotation that exceeds the solicitation requirements.

4.3 Ratings

Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS)

5 | P a g e

Factor 1 - Technical Certifications /Authorizations will receive one overall rating of Acceptable or Unacceptable.

Factor 2 - Technical Approach will be evaluated through an assessment of any strengths, weaknesses, and deficiencies, and will receive one rating described in the table below.

TECHNICAL RATINGS/RISK

Outstanding Quotation indicates an exceptional approach and understanding of the requirements.

Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

Good Quotation indicates a thorough approach and understanding of the requirements.

Quotation contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Acceptable Quotation meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate.

Marginal Quotation has not demonstrated an adequate approach and understanding of the requirements. The quotation has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is significant.

Unacceptable Quotation does not meet requirements and contains one or more deficiencies. Risk of unsuccessful performance is high.

Factor 3 – Past Performance: The Government shall evaluate recent and relevant performance information on vendors based on the contracts provided by the vendor and Questionnaires received. The Government may seek, and consider in the evaluation, data independently obtained from other government and commercial sources, including databases such as CPARS.

Recent means contracts performed or completed within three (3) years from the quotation due date. For contracts that are currently being carried out, the contractor must have performed at least six months of service for that contract to be considered under Fact 3 – Past Performance. Relevant means similar in scope and complexity to the solicited work.

Projects performed by subcontractors or joint venture partners may be considered relevant, provided the information submitted by the contractor demonstrates that the subcontractor or joint venture partner played a major and critical role in successfully performing the project. Relevant projects performed by the contractor as a prime contractor will be weighed more heavily in the overall evaluation. Contracts performed for the Department of Defense, depending on relevancy, may be considered more significant in the evaluation.

The Government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this solicitation, see Table below:

Table 1 Relevancy

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

Closed-Circuit Television (CCTV), Intrusion Detection System (IDS), and Access Control System (ACS)

6 | P a g e

Relevant Present/past performance effort involved much of the scope and

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

Not Relevant Present/past performance effort did not involve any of the scope and

The purpose of the past performance evaluation is to allow the government to assess the contractor’s ability to perform the effort described in the solicitation, based on recency, relevancy, and quality of performance on the quoter’s past performance efforts. The assessment process will result in an overall performance confidence rating in accordance with Table 2. For quotes where past performance history is sparse, no meaningful confidence assessment can reasonably be assigned; their confidence assessment shall receive the rating of “Neutral Confidence.” A rating of “Neutral Confidence” may have less merit than a rating of high, substantial, or satisfactory confidence.

Table 2 Performance Confidence

High Confidence: Based on the contractor’s performance record, the government has high confidence the contractor will successfully perform the required effort.

Substantial Confidence: Based on the contractor’s performance record, the government has substantial confidence that the contractor will successfully perform the required effort.

Satisfactory Confidence: Based on the contractor’s performance record, the government has confidence the contractor will successfully perform the required effort.

Neutral Confidence: Performance record is sparse and no meaningful confidence assessment rating can be reasonably assigned.

Limited Confidence: Based on the contractor’s performance record, substantial doubt exists that the contractor will successfully perform the required effort.

No Confidence: Based on the contractor’s performance record, extreme doubt exists that the contractor will successfully perform the required effort.

4.3 Price

The Government will evaluate quoted prices for reasonableness in accordance with RFO 12.204.

• For the FFP Preventative Maintenance CLINs, the Government will evaluate the total proposed pricing for the base period and all options periods.

• For the T&M Emergency/Non-Emergency Repair Services CLINs, the Government will evaluate the proposed fully burdened hourly labor rates.

The Government established NTE amounts for the T&M repair CLINs are not subject to competition and Quotes shall remain valid for a minimum of 60 calendar days from the date of submission.

The Government has included FAR 52.217-8, Option to Extend Services. For evaluation purposes, the Government will consider the price for the six-month Option to Extend Services as equal to half the price of the last option period quoted. The total evaluated price will include the base period and all options including the Option to Extend Services. Evaluation of options will not obligate the Government to exercise the options.

Factor 1 – Technical Certifications and Manufacturer Authorizations