Attachment 3 - Basis for Award and Evaluation Factors.pdf

RFQ Attachment 3

HTC711-20-Q-W001

Source Selection Information – See FAR 2.101 and 3.104

ADDENDUM TO 52.212-1

ADDENDUM TO 52.212-1; INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS (JUNE 2020)

Paragraph (a) remains as written.

Paragraph (b) entitled “Submission of Offers” is deleted in its entirety and replaced with paragraph “(II) Quote Preparation Instructions” below.

Paragraph (c) “Period for acceptance of offer” is tailored to read: The quoter agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of quotes.

Paragraph (e) entitled “Multiple Offers” is tailored to read: “The government will not consider multiple quotes presenting alternate terms and conditions for satisfying the requirements of this solicitation.”

Paragraph (h) entitled “Multiple awards” is tailored to read: “The Government intends to award one purchase order as a result of this Request for Quote (RFQ).

Paragraph (k) System for Award Management is tailored to read: “Unless exempted by an addendum to this solicitation, by submission of a quote, the quoter acknowledges the requirement that a prospective awardee shall have an active registration in the System for Award Management (SAM) database prior to quote submission, during performance, and through final payment of any purchase order resulting from this solicitation.

I. FORMAL COMMUNICATIONS

Formal communications and requests for clarification and/or information concerning this solicitation shall be submitted via email as identified below.

Subject: Solicitation HTC71120QW001 To: Ms. Sarah Albers, Contract Specialist, sarah.l.albers2.civ@mail.mil Ms. Ashley Baker, Contracting Officer, ashley.a.baker15.civ@mail.mil

Request for clarification and/or information concerning the solicitation should be submitted in the following format:

Reference: Section____, Page____, Paragraph____, Question: ______________________________________

All requests must be made in writing via e-mail to the above addresses. No requests for clarification will be provided in response to quoter-initiated telephone calls. Written inquiries will be answered in writing and posted to beta.SAM.gov. However, time may not permit requests to be answered if not received by the above addressees by 1700 Central Time on 22 June 2020.

II. QUOTE PREPARATION INSTRUCTIONS

A. GENERAL INSTRUCTIONS

To assure timely and equitable evaluation of quotes, each quoter must follow the instructions contained herein.

Quoters are required to meet all RFQ requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in a quote being ineligible for award.

Quoters are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements in the Performance Work Statement (PWS). Failure to meet a requirement may result in a quote being ineligible for award. The quote shall be clear, concise, and 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 quoter intends to meet these requirements. Quoters shall assume the Government has no prior knowledge of their equipment, facilities and experience, and will base its evaluation on the information presented in the quote provided.

The Government reserves the right to reject any or all quotes in whole or in part and/or to incorporate all, part, or none of the quoter’s written quote into the resultant purchase order. In addition, there is no obligation on the part of the Government to make an award to any quoter in response to this RFQ.

B. DISTRIBUTION

Each quoter is required to submit an electronic version of their quote in English via email with the RFQ number and Company business name in the subject line, by the due date specified. All documents provided by email shall be in English and Adobe PDF files. Send quotes to Ms. Sarah Albers at sarah.l.albers2.civ@mail.mil and Ms. Ashley Baker at ashley.a.baker15.civ@mail.mil. Hard copies will not be accepted.

Quotes are to be submitted in Times New Roman, with a font size of 12. Smaller font size is allowed for charts, graphs, and figures; however, must not be less than size 8. The maximum page limit for each part includes all text pages, tables, graphs, and other types of illustrative material. Table of contents do not count against the page limits for the respective parts. Excess pages exceeding the maximum limits will not be read or considered.

C. PROPOSAL PREPARATION COSTS

This solicitation does not commit the Government to pay any costs incurred in the preparation and submission of the quoter’s quote or in making any necessary studies for the preparation thereof, or for any visit the Contracting Officer may request for the purpose of clarification of the quote or for preparation of negotiations. By the submission of its quote, the quoter assumes all associated costs.

D. ORGANIZATION

Quotes shall consist of an introductory document and the two (2) separate volumes listed below:

1) Volume I – Technical

2) Volume II – Price

Each volume shall include a cover page including quoter name, volume number and title, and solicitation number.

III. INTRODUCTORY DOCUMENT AND VOLUMES I-II

Quoters shall submit all documents requiring signature or completion by the quoter. Each quoter shall provide the following information, complete applicable fill-ins and signatures, and submit the required documents listed below.

An authorized official shall complete and sign the SF 1449, solicitation amendments (if any), and all certifications and representations requiring original signature.

A. INTRODUCTORY DOCUMENT

The introduction document should include the information listed below and any other items for which a location has not otherwise been specified. Failure to follow these instructions may result in removal from this competition.

1. RFQ Information Sheet (Attachment 2) Note: The total amount for each Period of Performance (PoP) in the Contract Line Item Number (CLIN) Structure of the RFQ information sheet should match the total amounts identified in the price quote. In the event of a discrepancy in pricing between the RFQ information sheet and the price quote, the price quote will be considered to represent the quoter’s intent.

Efforts should be made to ensure totals are divisible by the number of months in the base year and all option periods to allow for equal monthly payments.

2. Complete the Standard Form (SF) 1449, Solicitation for Commercial Items blocks 12 (even if no discount is offered), 17a, 17b, 30a, 30b and 30c. Complete Block 17b - if remittance address is different, such address must be registered in SAM. In doing so, the quoter accedes to the purchase order terms and conditions as written in the RFQ, with attachments. Signature by the quoter on the SF 1449 constitutes a quotation, which the Government may accept and subsequently present the successful quoter with an offer.

3. Complete blocks 8, 15A and 15B on each SF 30, Amendment of Solicitation, to acknowledge all solicitation amendments (if any).

4. Provision 52.212-3 Offeror Representations and Certifications – Commercial Items (Oct 2018). The quoter shall complete only paragraphs (b) of this provision if the quoter has completed the annual representations and certification electronically via the SAM Web site located at http://www.sam.gov/SAM. If the quoter has not completed the annual representations and certifications electronically, the quoter shall complete only paragraphs (c) through (u) of this provision. No hardcopy submissions for SAM will be accepted unless the clause specifically states you may complete a portion that differs from what has been certified in SAM, please see 52.213-3 instructions in SAM. IAW Provision 52.204-7(b)(1), a quoter is required to be registered in SAM when submitting an offer, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

5. Complete clause 52.209-5 Certification Regarding Responsibility Matters and 52.209-7 Information Regarding Responsibility Matters which are included in the SF1449 Solicitation.

6. Provision 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan (Mar 2015).

7. Organizational Conflict of Interest/Mitigation Plan – As required by FAR 9.5, the Government will ensure no organizational conflicts of interest are present. If any such conflict of interest is found to exist, the Contracting Officer may disqualify the quoter or determine that it is otherwise in the best interest of the United States to contract with the quoter and include the appropriate provisions to avoid, neutralize, mitigate, or waive such conflict in the contract award. The quoter shall provide the Contracting Officer with complete information of any previous or ongoing work that is in any way associated with this acquisition. Quoters shall submit a mitigation plan that addresses actual or perceived conflicts of interest related to the services required by this effort for Government review. The Government will conduct an independent assessment review of any submitted OCI Mitigation Plan to determine if any actual or perceived OCI exists and what further actions are necessary, if any. Additionally, the Government will monitor contract performance for emerging areas of conflict of interest and take action considered necessary to avoid, neutralize, or mitigate conflicts.

8. Appropriate documentary evidence must be provided as outlined below.

1. Commercial business license to operate in Kuwait.

2. Licensure or written authorization from the Kuwait Port Authority (KPA) authorizing the contractor to perform the required services at KPA controlled facilities.

B. VOLUME I – TECHNICAL (SHALL NOT EXCEED 10 PAGES)

The quoter shall provide, in detail, a management approach that will successfully accomplish the requirements of the solicitation, including the Performance Work Statement (PWS). Included within the management approach, the quoter shall provide a personnel matrix that identifies the personnel resources to be utilized in performing the PWS tasks. The matrix shall correlate each labor category by hours to each PWS task and sub-task (if applicable). The number of annual hours used to represent one full time equivalent (FTE) shall also be identified in the matrix.

Quoters shall identify the necessary qualifications (education, experience, security, or special skills) it will require for each labor category it identifies to perform the intended PWS tasks. Quoter shall discuss the procedures that will be used to establish and retain a workforce sufficient to satisfy the requirements of the purchase order over the entire period of performance. Furthermore, the quoter shall discuss phasing-in and demonstrate the ability to be fully staffed and operational by the start date of the contract, to include contract management requirements, anticipated tasks, and projected completion dates. The quoter should provide any other information the quoter considers relevant to the solicitation. The quoter should describe any risks associated with implementation of the quoter’s management approach; describe any techniques and actions to mitigate such risks; and explain whether the techniques and actions identified for risk mitigation have been successfully used by the quoter.

Resource Related Discrepancies. In the event of a discrepancy between the labor categories and/or labor hours presented in the technical section of the offer, the labor categories and/or labor hours presented in the price quote will be considered to represent the quoter’s intent.

C. VOLUME II – PRICE (SHALL NOT EXCEED 3 PAGES, INCLUDING THE RFQ INFORMATION SHEET)

In addition to Attachment 2, quoters shall provide a breakout identifying the labor category, labor rate, and labor hours by task area for the base period and all option periods. The Government seeks to obtain the quoter’s best price. These quoted rates must be guaranteed through contract completion. All calculations shall be rounded to the nearest dollar and divisible by twelve (12) for the base year and each option year to allow for equal monthly payments. An explanation regarding the inflation or deflation rates applied is required to support the Government’s price analysis.

Quoters shall be advised that the submission of unrealistically high or low prices, submitted initially or subsequently, may be grounds for eliminating a quote from competition either on the basis that the quoter does not understand the requirement or has submitted an unrealistic offer.

52.212-2 -- Evaluation - Commercial Items (OCT 2014)

FAR 52.212-2 is amended in its entirety as follows.

(a) The Government will award one (1) purchase order resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes that are considered compliant to the RFQ:

Factor 1: Technical – Acceptable/Unacceptable Factor 2: Price – Fair and Reasonable/Not fair and Reasonable

(b) A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the quote, shall result in a binding purchase order without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(c) Basis for purchase order award - This acquisition is being conducted under FAR Part 13, Simplified Acquisition Procedures, Subpart 13.5 and Part 12, Acquisition of Commercial Items of the Federal Acquisition Regulation (FAR). Quotes will be evaluated using the factors identified in FAR 52.212-2, Evaluation – Commercial items and this addendum. Noncompliance may be grounds to eliminate the quote from consideration for purchase order award. Award will be made on the basis of lowest evaluated price of the quote and whose technical factor is rated “Acceptable.”

By submitting a quote, the quoter understands and accedes to all the terms and conditions of this solicitation. The evaluation process shall proceed as follows: The Government will review each quote received for compliance in accordance with (IAW) the instructions above. To be considered compliant, each quote shall include the required introductory document and complete technical and price volumes. Only those quotes that are considered compliant shall be evaluated. Quotes received that are considered incomplete or non-compliant may be considered ineligible for award.

Included in the compliance evaluation shall be an examination of the documentation submitted pursuant to Section III (A)(8), evincing the contractor’s authorization from the Kuwait Port Authority to operate at the SPOD. Examination of this documentation shall be on a pass/fail basis and the quoter may be removed from further consideration for award on a fail rating.

The technical volume of the quote with the lowest price will be evaluated first. The technical volume will be evaluated and receive a rating of Acceptable or Unacceptable. An Acceptable quote meets the requirements of the solicitation. An Unacceptable quote does not meet the requirements of the solicitation. If the quote with the lowest proposed price is deemed Unacceptable, then the next lowest priced quote will be evaluated.

The lowest priced quoter whose technical volume is acceptable will then have their price volume reviewed to determine fair and reasonableness using the guidance provided in FAR 13.106-2. FAR 52.217-8, Option to Extend Services, is included in this RFQ. The Government will evaluate the quoter's total price by adding the total price of the base requirement, all option periods, and the total price for the 6-month Extension of Services. Pricing for the 6-month Extension of Services will be based on the unit prices offered in the quoter's final option period.

Quoters shall not submit a price for the potential 6-month Extension of Services. Evaluation of options will not obligate the Government to exercise the option(s). The total price does not include travel or mobilization.

If the lowest priced quote is deemed to have fair and reasonable prices, the Government will complete a responsibility determination IAW the criteria specified in FAR 9.104-1. If found responsible, the evaluation process stops at this point as that quote represents the best value to the Government. Award shall be made to that quoter without further consideration of any other quotes.

If the lowest priced quoter cannot be determined fair and reasonable or if the lowest priced quoter is found to be non-responsible, the next lowest priced quoter will be evaluated. This process will continue until a quote is evaluated to have an acceptable technical volume, fair and reasonable prices, and the quoter is deemed responsible or until all quotes have been evaluated.

(d) The Government reserves the right to award no purchase order contract at all depending on the quality of the quotes submitted and availability of funds for the requirement. The Government intends to evaluate quotes and award a single Firm Fixed Priced Contract without requesting or accepting revised quotes. Therefore, the quoters will be advised that their initial quote should contain the most favorable terms and reflect its best possible performance potential.

The Contracting Officer at any time may inquire about any quote if additional information or a revised quote is required. The Contracting Officer may inquire about all, none, or as many quotes as needed; however, the Contracting Officer shall treat all quoters fairly and impartially, in accordance with FAR 1.102-2(c)(3).

I. The following factors shall be used to evaluate quotes:

A. Factor 1: Technical

(1) Each quoter’s technical volume will be evaluated as acceptable or unacceptable, as defined below.

Rating Definition

Acceptable Technical volume meets the minimum requirements of the solicitation.

Unacceptable Technical volume does not meet the minimum requirements of the solicitation.

B. Factor 2: Price

(1) Quoters must include a completed Attachment 2 and personnel matrix with the other items as required within the price volume. The Government will utilize the Attachment 2 to capture pricing and to calculate the Total Evaluated Price (TEP) for evaluation and award purposes. Failure to input unit prices and extended amounts as required in the Pricing Schedule within Attachment 2 shall be construed as the quoter’s intent to propose a price of zero (0). However, quoters may be considered ineligible for award if all required pricing is not complete.

(2) In order to be considered for award, price must be determined fair and reasonable using one or more techniques set forth in FAR 13.106-2.

(End of Provision)