Attachment 5 - Evaluation Information.pdf

PROPOSAL PREPARATION INSTRUCTIONS

A. GENERAL INSTRUCTIONS & IMPORTANT DATES

1. ALL PROPOSALS ARE DUE ELECTRONICALLY TO: CHRISTOPHER.KELLY@FEMA.DHS.GOV

and RYAN.COLGAN@FEMA.DHS.GOV NO LATER THAN Friday February 26th at 10am EST. IT

IS THE CONTRACTOR’S RESPONSIBILITY TO CONFIRM RECEIPT OF ALL PROPOSALS WITH

THE CONTRACTING OFFICER. THE CONTRACTING OFFICERS WILL CONFIRM RECEIPT VIA

REPLY EMAIL UPON RECEIPT OF PROPOSALS.

2. Site Visit – there will be one (1) site visit for this solicitation on Wednesday February 10th at 10am EST. If you are interested in a site visit as the prime contractor, submit all names and company represented to Christopher.Kelly@fema.dhs.gov. All names should be received within 24 hours prior to the site visit date and time. Please review the attached COVID-19 policy for entry.

3. Questions and Answers (Q&A) – submit ALL questions to Christopher.Kelly@fema.dhs.gov. Phone calls will not be accepted. RFI’s and all questions shall be submitted no later than Friday February 12th at 10am EST. All Q&A will be posted as an amendment to the solicitation on betaSam by February 19th.

4. It is anticipated that this solicitation will result in one (1) firm fixed price contract with one (1) awardee.

B. PROPOSAL STRUCTURE INSTRUCTIONS

1. The offeror shall comply with the following instructions for preparing the Request for Proposal. Failure to do so may result in the contractor’s proposal being considered non-compliant.

2. The proposal shall be prepared in three volumes:

Volume 1: "Technical Proposal", Volume 2 “Past Performance” and Volume 3 "Price Proposal" Three volumes are requested so that each part can be evaluated independently from the other. The technical and past performance proposal must not contain reference to price; however, resource information (such as data concerning labor hours and categories, materials, etc.) may be contained in the technical proposal.

C. PROPOSAL EVALUATION INFORMATION

1. Proposals will be evaluated in accordance with Federal Acquisition Regulation Parts 15.101-1 and 15.305. Evaluation will be based on the three (3) volumes above which are: "Technical Proposal", "Past Performance", and "Price Proposal". Award will be made based on Best Value to the Government.

2. The Government intends to award one contract to the to the Small Business Offeror deemed responsible in accordance with the Federal Acquisition Regulation (FAR), whose proposal conforms to the RFP's requirement, and represents the Best Value to the Government. The Best Value is the most advantageous offer where Past Performance and Technical when combined is of equal weight to Price. The evaluation process will be conducted in accordance with FAR Part 15.3.

mailto:CHRISTOPHER.KELLY@FEMA.DHS.GOV mailto:%20RYAN.COLGAN@FEMA.DHS.GOV mailto:%20Christopher.Kelly@fema.dhs.gov.

mailto:Christopher.Kelly@fema.dhs.gov.

VOLUME 1: TECHNICAL PROPOSAL

The technical proposal shall not exceed 20 double sided pages and shall address the following areas:

(NOTE - the review board will look at the first 20 pages only).

1. MANAGEMENT PLAN - Describe the approach you will use to accomplish tasks outlined in the Statement of Work (SOW). Your approach should be specific, detailed, and complete enough to clearly and fully demonstrate that you understand the requirement. The plan should address all proposed labor, supervision, materials, and supplies that will be provided to meet the contract requirements. At a minimum, the plan should include detailed information on the following:

A. Information about how work will be coordinated to achieve the requirements in the SOW.

B. An organizational chart detailing the organizational structure, including supervisory responsibilities, lines of authority, and relationships to corporate headquarters. The chart should illustrate an understanding of who will be in a position of authority over, or could impact, the technical and management entities. This should include a discussion on how subcontracts will be managed, if applicable.

C. the number of proposed staff, the distribution and effective use of the staff, the duties and responsibilities for each position proposed.

2. KEY PERSONNEL – The offeror shall identify key and professional personnel positions by title and name that are proposed for this requirement. The offeror shall demonstrate that the proposed key personnel and professional staff understand the requirements and have appropriate qualifications and previous experience in performing similar services. The offeror shall provide resumes for all proposed key and professional personnel proposed.

Below is a chart depicting how VOLUME 1 will be evaluated:

Tech Proposal Ratings

Color

Rating

Description

Blue Outstanding Proposal meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

Purple Good Proposal meets requirements and indicates a thorough approach and understanding of the requirements. Proposal contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Green Acceptable Proposal 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.

Red Unacceptable Proposal does not meet requirements of the solicitation and thus, contains one or more deficiencies and is un-awardable.

VOLUME 2: PAST PERFORMANCE

The past performance shall address the following areas:

1. OFFEROR SUBMISSION - The Offeror will be evaluated on recent and relevant performance on three similar projects. Please submit past performance on three contracts of similar scope and magnitude, completed within the past five (5) years.

Each past performance example must include the following:

i. Contract Number

ii. Description (To include Agency/Company Name)

iii. Contract Value and Contract Type

iv. Dates of Performance

v. Point of Contact Name, number, and email address

2. REFERENCE QUESTIONNAIRE – Please see attached “Past Performance Questionnaire” and distribute it to three (3) references. These references can be the same or different from the projects under “Offer Submission”, above. Have your references submit the completed survey to Christopher.Kelly@fema.dhs.gov by no later than the proposal due date and time referenced above.

*If no past performance or reference questionnaires are submitted, the offeror will be rated “Neutral”.

Below is a chart depicting how VOLUME 2 will be evaluated:

Past Performance Ratings

Color

Rating

Description

Blue Outstanding Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

The reference ratings were mostly outstanding.

Purple Good Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires. The reference ratings were mostly very good.

Green Acceptable Present/past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires. The reference ratings were mostly acceptable.

Orange Neutral Offerors with no past performance will be rated as neutral.

Red Unacceptable Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires. The reference ratings were mostly negative in nature.

mailto:Christopher.Kelly@fema.dhs.gov

VOLUME 3: PRICE PROPOSAL

The Price Proposal shall be completed using “Attachment 8 – Vendor Price Proposal Sheet”. The government will be making a fair and reasonable price determination.

Please note the provision at the bottom of Attachment 2 - Statement of Work (SOW) that allows for adjustments to the snow removal and sanding/salting line items based on the severity of the winter season.

Further details and a sample calculation can be located at the bottom of the SOW.