Attachment 4 - Instruction to Offerors.pdf

Instructions to Offerors

REQUIREMENT INFORMATION

This summary is to establish a requirement for Giant Voice Mass Notification System.

Attachment 1 GV System SOW is attached, please review carefully.

The offeror must provide all the items, materials, and equipment as specified in Attachment 1 GV System SOW.

A single award will be made as a result of this Request for Quote to the lowest-priced, technically acceptable offeror. This acquisition will be made as a small business set aside.

Period of Performance (PoP) is estimated start date 60 days from date of award from 30 September 2024 – 29 September 2029.

Failure to comply with any of requested requirements in this Instruction to Offerors or any provisions may constitute sufficient cause to justify rejection of a quote.

NOTICE OF PRE-QUOTE SITE VISIT

A pre-quote site visit will be conducted at the 17th Contracting Squadron, Goodfellow AFB, building 707, 210 Schertz Blvd, San Angelo, TX 76908 on Monday 9 September 2024 at 8:30 AM CST for the purpose of a Statement of Work (SOW) briefing and visits to the work sites.

Please submit attachment 3, Base Access Letter (BAL) no later than Thursday 5 September 2024 at 12:00 PM CST to attend. Information will be submitted to Mattie Hooper, Resource Advisor, 17 CS, Goodfellow AFB, mattie.hooper@us.af.mil . The Completion of BALs is necessary as the Government will be unable to sponsor contractors onto Goodfellow AFB at the Visitor’s Center.

This is anticipated to be an all-day event, as multiple buildings will be viewed for similar requirements in addition to this requirement. In order to ensure the site visits are accomplished without disruption, please arrive at Bldg 707 15 minutes prior to 8:30 AM CST start time. Late attendees will not be allowed to participate in the site visit as the Government will be unable to be reached by office phone and email while hosting the site visits.

QUESTIONS & ANSWERS (Q&A)

Question and Answers (Q&A) Submit Questions to A1C Ruben Reyes and Matthew Loffredo at ruben.reyes.11@us.af.mil and matthew.loffredo@us.af.mil no later than 10 September 2024 at 1:00 PM CST. Answers will be posted to the SAM RFQ no later than 12 September 2024 12:00 PM CST.

QUOTE

The Contractor shall submit a written quote in response to the SAM Request for Quote (RFQ), for consideration before the due date and time. Quotes are due no later than 17 September mailto:ruben.reyes.11@us.af.mil mailto:matthew.loffredo@us.af.mil

2024 at 12:00 PM CST per the SAM RFQ. Quotes must be posted on the SAM RFQ. Your quote shall include the following:

• Quote is not to exceed ten (10) pages in length. All subsequent pages will not be considered.

• A Cover Letter that provides the following information:

o Company legal name o RFQ number o Small Business Status/Categories as appropriate o Company point of contact with email and phone number o Company CAGE Code o A statement that your company understands the requirements specified in “Attachment 1 - GV

System SOW” and “Attachment 5 - Solicitation”, Technical Evaluation Criteria and will meet the performance standards and requirements therein.

o A statement that your company does or does not take exception to any of the requirements of the SOW.

o An acknowledgement of any and all amendments and associated changes.

Evaluation Criteria

BASIS FOR AWARD: Award of a contract will be made to the Offeror whose quote meets all technical requirements, is the lowest price, determined price fair and reasonable, and is both responsive and responsible. If the quote with the lowest Total Evaluated Price (TEP) is deemed not Technically Acceptable, the next lowest priced quote will be evaluated.

The evaluation process will include the following:

1.) Price: Contractor quotes will be evaluated based on Total Evaluated Price (TEP) proposed.

The Government will first conduct an initial review of the overall quoted pricing and place the offerors in order from lowest to highest based on TEP. The lowest TEP will be identified and evaluated in accordance with the Technical Requirements listed below.

Quotes which are excessively high or excessively low may be considered unreasonable and may receive no further consideration. The government reserve the right and may open up communication with offerors. This determination will be based on the independent government estimate which will be used as the basis for the competitive range.

The contractor's quote must include pricing for all parts needed for initial repair, maintenance, and provide pricing for a base plus four option years.

The price will be determined fair and reasonable based on the competition range, and the

IGE.

2.) Technical Requirements: Technical suitability will be evaluated using the following

Technical Criteria Checklist. Contractors must meet all technical criteria to be deemed technically acceptable. Quotes failing to meet one or more Technical Criteria will deem the quote not technically acceptable and will not be considered for award.

I.) Technical Capabilities and Qualifications: The contractor must demonstrate their understanding of all services required IAW the SOW in their capability statement, their knowledge in Giant Voice/Mass Notification infrastructure, and provide documentation that they employ qualified personnel to perform the necessary repairs and maintenance tasks, including troubleshooting and repairing the Giant Voice system and equipment.

II.) Reliability and Maintainability: The contractor must provide a detailed remediation and maintenance plan in their capability statement that demonstrates their capability to diagnose and maintain the system, including any necessary downtime for the Giant Voice system, and demonstrate their capability to provide ongoing maintenance and support for the Giant Voice system after the initial repairs have been completed, including regular preventative maintenance inspections and troubleshooting services.

The contractor must provide their repair and maintenance plan in their capability statement, including regular preventative maintenance inspections and troubleshooting services, and acknowledge the standards for emergency support IAW SOW.

III.) Detailed Remediation & Parts: The contractor's capability statement must include a list all parts needed for initial repair, and parts for the required work.