Attachment 5 - Instructions to Offerors.pdf

Request for Quote (RFQ) FA701426Q0052

Solicitation Title: Jacob E. Smart Conference Center Bathroom Partition Replacements

Issuing Office: AFDW/PK

Air Force District of Washington, Contracting Directorate

1500 West Perimeter Road, Suite 5750, Joint Base Andrews, MD

20762

Agency Contact: SSgt Christian Mancha, Contracting Officer christian.mancha@us.af.mil

RFQ Issue Date: 15 September 2026

Site Visit Date: 17 September 2026, 10:00 AM ET

Questions Due: 22 September 2026, 10:00 AM ET

Quote Due: 24 September 2026, 10:00 AM ET

1. This is a Request for Quote for the Jacob E. Smart Conference Center Bathroom Partition Replacements requirement on Joint Base Andrews, MD. A competitive, Lowest Price Technically Acceptable evaluation will be conducted in accordance with (IAW) the Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO, referred to as FAR here on) Part 12 – Acquisition of Commercial Products and Commercial Services, as supplemented by the Revolutionary Defense Federal Acquisition Regulation Supplement (R-DFARS, referred to as DFARS here on), and the Department of the Air Force Contracting Compass, formerly known as the Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS).

2. The Government intends to make a single award, Firm-Fixed Price, Purchase Order contract as a result of this solicitation.

3. This requirement is being issued as a Total Small Business Set-Aside (SBSA) IAW FAR 19.104-1. All quotes received for this acquisition shall meet the requirement set forth in FAR 19.103 for North American Industry Classification System (NAICS) Category 238390 – Other Building Finishing Contractors.

mailto:christian.mancha@us.af.mil

4. Offerors are required to meet/submit all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. The quote shall be clear, concise, and shall 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 Offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their facilities, capabilities, and experience and will base its evaluation on the information presented in the quote.

4.1. The Government reserves the right to cancel this solicitation, either before or after the closing date.

4.2. The Government shall not pay any expenses incurred by any Offeror for the preparation and submission of a quote in response to this RFQ, nor any potential revisions during the period of performance of the subsequent award.

5. Quote Requirements. The Quote shall be accompanied by a cover letter prepared on company letterhead. The cover letter shall identify all enclosures being transmitted, shall be used only to transmit the quote, and shall include no other information. Failure to acknowledge any amendment(s) could result in the quote being excluded from award. Only quotes submitted IAW these instructions will be accepted. The cover letter is not included in the page count.

5.1. Discrepancies. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer (CO), but no later than three (3) days after receipt of the RFQ, in writing with supporting rationale as well as the remedies the Offeror requests the CO to consider as related to the omission or error.

5.2. System for Award Management (SAM). Offerors will not be eligible to receive a contract award from a Department of Defense (DOD) activity unless they are registered in SAM. Offerors must be registered in SAM prior to award of any contract. Firms must register on a one-time basis and annually confirm accuracy and completeness of registration information. Online registration and instructions can be accessed at https://sam.gov/.

5.3. Points of Contact (POC). The Contracting Officer (CO), SSgt Christian Mancha (christian.mancha@us.af.mil) is the sole POC for this acquisition.

5.4. Site Visit Attendance.

https://sam.gov/ mailto:christian.mancha@us.af.mil

5.4.1. A mandatory site visit has been established for Thursday, September 17, 2026 at 10:00 AM Eastern Time for the purpose of assessing the site to support quote development. It is the responsibility of the Offeror to ensure that they have signed in with the Contracting Officer during the site visit, this information will be used during the evaluation to ensure only those who attended the site visit are eligible to compete for award.

5.4.2. Joint Base Andrews is a secured military installation, those who do not already have base access by having an active Common Access Card or any other applicable form of military ID must submit their personal identifying information to the Government to have a background check and base pass processed for the day of the site visit.

5.4.3. If an Offeror with existing base access plans to attend the site visit, they must notify the Contracting Officer in advance of the site visit date of the names of personnel attending and what business they represent.

5.4.4. Offerors without base access must have either a REAL ID compliant driver’s license, a U.S. Passport or U.S. Passport Card. Those who do not have the required identification or cannot pass a background check for obtaining a base pass will be denied entry to the base. The Government will not make any exceptions to the base security policy.

5.4.5. If an Offeror without base access plans to attend the site visit, they must submit to the Contracting Officer, via e-mail, a list of all personnel attending with the following information ahead of the site visit for the Government to process a base pass:

5.4.5.1. Business Entity Name Being Represented (with SAM CAGE)

5.4.5.2. Last Name, First Name, Middle Initial

5.4.5.3. Social Security Number

5.4.5.4. Date of Birth

5.4.5.5. Drivers License Number, and Issuing State; or U.S. Passport Number

5.4.5.6. Vehicle Tag Number, and Issuing State

5.5. Questions Period. All questions or concerns regarding this requirement should be e-mailed to the CO no later than Tuesday, September 22, 2026 at 10:00 AM Eastern Time.

5.5.1. To ensure all Offerors have availability to information at the same time, questions received and subsequent answers will be posted as an update to this SAM.gov notice. It is the responsibility of the Offeror to continuously monitor the website for updates. Failure of a prospective Offeror to submit any questions will be construed to mean that the prospective Offeror fully understands all requirements of the solicitation.

5.6. Quote Due: Quotes are due Thursday, September 24, 2026 at 10:00 AM Eastern Time. Offerors are responsible for ensuring that their quote is submitted prior to the submission deadline. In the event of dispute of quote time submission, the system generated time in the received e-mail shall serve as the official time that the quote was submitted to the Government. Late quotes will be processed IAW FAR 52.212- 1(c), “Instructions to Offerors—Commercial Products and Commercial Services.

(Late submissions, modifications, revisions, and withdrawals of offers).”

6. Communications. Communication of evaluation information between Government and Offerors will be controlled by the CO. E-mail will be used to transmit such information to Offerors.

7. Quote Preparation & Submission. The purpose of these instructions is to prescribe the format of the quotes and describe the approach for the development and presentation of quote data. They are designed to ensure the essential information required for evaluation of quotes is submitted. Offerors are cautioned to follow the instructions fully and carefully, as the Government intends to make an award based on initial quotes received without interchanges. However, the Government does reserve the right to hold interchanges if it is in the best interest of the Government.

7.1. The Offeror’s quote shall include all data and information requested and shall be submitted IAW these instructions. The Offeror shall be compliant with the requirements as stated in this solicitation. Non-conformance with these instructions provided will result in an unfavorable quote evaluation or non-consideration.

7.2. The Offeror shall address all assumptions to the CO during the Questions Period prior to quote submission and shall take no exceptions. Offeror’s quotes shall be valid for up to thirty (30) days after RFQ due date.

7.3. The Government will incorporate portions of the Offerors quote submitted in response to this solicitation into the resulting contract.

7.4. The Offeror shall prepare the quotes as set forth in the Quote Organization (Table 1) below. The titles and contents shall be as defined in the table, all of which shall be within the required page limits as specified and shall be submitted electronically via e-mail.

Table 1 – Quote Organization

Volume Title & Contents ITO Paragraph Page Limit

I Cover Letter, Contract Administration, and

Responsibility

9.1 Unlimited

II Factor 1: Technical 9.2 30 III Factor 2: Price 9.3 Unlimited

8. Quote Organization – General. To ensure timely and equitable evaluation of the quote, the Offeror must follow the instructions contained herein. For the RFQ to be evaluated strictly on the merit of the material submitted, the volumes shall be submitted in separate documents. The Offeror’s submission will be the primary basis on which the Government will determine the capability of the offeror to fulfil this requirement. The Offeror shall provide the requested information within the designated evaluation areas and shall address each applicable volume/gate/factor completely. Any requested information placed outside the designated volume will not be considered or evaluated, regardless of whether it is located elsewhere in the RFQ. Offerors are advised to supply all information in the sequence specified. Only price information shall be included in Volume III. Pricing data is prohibited in any other volume. The price worksheet shall contain all viewable formula access with no cells being locked in the electronic submission of the pricing data. All cells shall be formatted to two decimal places only.

8.1. Title Page. Not included in page count. Each volume must include a title page. The title page shall show:

8.1.1. Solicitation number

8.1.2. CO information

8.1.3. Name, address, telephone numbers and e-mail address of the Offeror

8.1.4. CAGE/Unique Entity ID

8.2. Indexing. Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. This shall not be included in page count.

8.3. Glossary of Abbreviations and Acronyms. Each volume submission shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. This shall not be included in page count.

8.4. Page Size & Limit. Page limitations shall be treated as maximum. If exceeded, the excess pages will not be read or considered in the evaluation of the quote. One page is defined as 8.5 x 11 inches, single spaced, with a minimum of one-inch margin on all sides. Pages shall be numbered consecutively.

8.5. Format. The font shall be Times New Roman and no less than 12 points in size. Use at least one-inch margins on the top and bottom. Pages shall be numbered sequentially by title as indicated in the table provided. When text is included within displays/graphics, it may be no smaller than 8 point, but must be clearly legible without magnification, as determined solely by the CO. The size of these displays shall not exceed the page size as defined above. Electronic copies of all quote information for each volume shall be format readable by Microsoft Office applications 2016 or later or Portable Document Format (PDF) Adobe Acrobat 9.0 or later.

8.6. Deviation. Any deviation from the RFQ requirements and format may result in non-consideration of the quote.

9. Quote Volumes

9.1. Volume I – Cover Letter, Contract Administration, and Responsibility

9.1.1. Cover Letter. The cover letter shall identify the total amount proposed, prompt payment terms, CAGE Code, Unique Entity ID (UEI) Number, Point of Contact (POC) to include a telephone number, and email address for any questions regarding an Offeror’s quote.

9.1.2. Authorized Offeror Personnel. Provide the name, title, and telephone number of the company/division POC regarding who can contractually obligate the Offeror’s company and execute bonds. Also, identify those individuals authorized to negotiate with the Government.

9.1.3. SF1442. The Offeror shall complete the SF1442 representations and certifications fill-ins (if not already in SAM registration) and signature. An authorized official of the company shall sign the SF1422. The Government will verify the Offeror’s Representations and Certifications located in SAM.

9.1.4. SF30. If issued, the Offeror shall acknowledge receipt of amendments to this RFQ . Signature and attachment of the SF30 is acceptable. If the RFQ is amended, all terms and conditions that are not amended remain unchanged.

Failure to acknowledge any amendment(s) could result in the Offeror being excluded from award.

9.1.5. Financial Resources. A Payment Bond or Irrevocable Letter of Credit shall be required for a Notice to Proceed to be issued IAW FAR 28.102-1(b)(1). The Offeror shall submit a letter from their bonding company on the Surety’s letterhead from the bonding agent that says: (1) the Offeror has the bonding capacity for the subject project, and (2) the payment bond or irrevocable letter of credit will be provided after contract award according to the requirements of the project. This letter will be used in the Contracting Officer’s determination of responsibility IAW FAR 9.104-1(a) and does not require the Offeror to incur cost.

9.1.6. Exceptions. The Offeror must clearly identify any exception to the RFQ terms and conditions and must provide complete supporting rationale for the applicable volume of the proposal. The Government reserves the right to determine whether any such exceptions are unacceptable. Any exception determined to be unacceptable by the Government may result in the Offeror’s quote being determined unacceptable and ineligible for award. Exceptions or lack thereof shall be annotated in this Volume.

9.1.7. Teaming/Partnering/Joint Ventures. If a quote is based on a teaming/partnering/joint venture relationship, the Offeror shall provide all required solicitation information for all parties including a copy of the teaming/partnering/joint venture agreement. The agreement shall include information which identifies the responsibilities for each entity under this contract. The agreement shall demonstrate the relationship between firms and identify contractual relationships and authorities to bind each entity of the teaming/partnering/joint venture relationship. Offerors are reminded of the work performance requirements under clause FAR 52.219-14, “Limitations on Subcontracting.”

9.1.8. By submission of its quote, the Offeror agrees to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or discriminators. Failure to meet a requirement may result in a quote being determined ineligible for award.

9.2. Volume II – Factor 1: Technical

9.2.1. Factor 1, Subfactor 1: Statement of Work.

9.2.1.1. Utilizing Attachment 2 – Statement of Objectives (SOO), the Offeror shall utilize Attachment 1 – Statement of Work (SOW) Template, to detail their proposed solution to the SOO. Section 24 of the SOW template shall not be modified; all other sections may be modified to support the Offeror’s approach. If selected for award, the submitted SOW will be incorporated into the resulting contract award.

9.2.1.2. The SOW shall address the objectives of the SOO by outlining a description of procedures, processes, and methods for how the work will be completed, tracking the progress of the project (adhering to the approved Contract Progress Schedule, AF Form 3064), and interfacing with the Government and Contractor team from beginning to end.

9.2.2. Factor 1, Subfactor 2: Design.

9.2.2.1. A shop drawing and 3D rendering of the proposed partition solution for each bathroom shall be generated by utilizing Computer Aided Drafting and Design (CADD) software compatible with the latest edition utilized by the Government (most current version of AutoCAD) and conform to the current edition of Architectural Graphics Standards. All drawings shall have a graphic scale included for each scale represented. All drawings shall label which bathroom they are for. All drawings shall have measurements of the partitions and doors annotated. The drawings shall be submitted as CAD file and PDF file formats. CAD drawings will not count towards page limit; however, the PDF drawings will.

9.2.3. Factor 1, Subfactor 3: Schedule.

9.2.3.1. A Construction Work Schedule (CWS) in Gantt chart format shall be generated reflecting the critical path and milestones. As a minimum the CWS shall reflect material lead times, project phasing, construction start date, completion date, utility outages, major equipment deliveries, installation, tests, proposed beneficial occupancy and final inspection date(s).

9.3. Volume III – Factor 2: Price

9.3.1. The Offeror shall use Attachment 4 – Price Worksheet to submit their proposed price. The Offeror shall breakdown the labor hours, labor mix, equipment and quantity, and material and quantity required to perform the solution the Offeror is quoting. It is not necessary to itemize every piece of material proposed, but the line items should be detailed enough to determine if the Offeror understands the scope of the requirement. Attachment 4 currently has sample data in Divisions 1 and 2 tabs and GC overhead/profit/risk/bonding percentages in the Summary tab that may be changed and/or erased to allow for the Offeror to accurately quote their price.

9.3.2. The price submission shall include all labor, materials, transportation, tools, supervision, supporting equipment, and any other expenses necessary to successfully fulfil the requirement.

10. Basis of Award.

10.1. This is a competitive, Lowest Price Technically Acceptable (LPTA) evaluation.

To be considered for award, the Offeror must be determined responsible (as described in FAR 9.104), meet all solicitation requirements (including terms and conditions), be technically acceptable, and have a price that is complete, and fair and reasonable.

10.2. Evaluation Steps.

10.2.1. The Government will not search for data to cure problems or address inconsistencies in an Offeror’s quote.

10.2.2. Total Evaluated Price (TEP) is calculated as the sum of all prices from an Offeror’s price quote.

10.2.3. Prior to evaluations, the Government will use the Total Evaluated Price (TEP) of the Offeror’s quote to sort each received quote in order from lowest TEP to highest TEP. The Offeror whose quote has the lowest TEP will be evaluated first.

If the Offeror with the lowest TEP is found to Pass Gate 1, be Technically Acceptable, and has a TEP that is complete and fair and reasonable, evaluation will stop and the Government will award the contract to that Offeror. If the Offeror with the lowest TEP is removed from the competition at any point in the evaluation, the next Offeror’s quote with the lowest TEP will begin to be evaluated for award. This process will continue until a quote is selected for award through the evaluation process. The Offeror acknowledges the means for LPTA evaluation by submitting a quote.

10.2.4. Quotes will be evaluated using the following steps:

10.2.4.1. Step 1 – Gate 1, Site Visit: The Government will validate that the Offeror attended the site visit. A rating of “Pass” or “Fail” will be assigned to this step. To be eligible for award, the Offeror must receive a “Pass” rating for Gate 1. Only quotes determined “Pass” on Gate 1 will proceed to be evaluated at the next step. Quotes determined “Fail” for Gate 1 are not eligible for award and will receive no further consideration.

10.2.4.2. Step 2 – Factor 1, Technical: The Government will evaluate the first lowest TEP quote that passed Gate 1 for technical acceptability. A rating of “Acceptable” or “Unacceptable” will be assigned for each subfactor. To be eligible for award, an Offeror must receive an “Acceptable” rating for Factor 1. Only quotes determined “Acceptable” on Factor 1 will proceed to be evaluated at the next step. Quotes determined “Unacceptable” for Factor 1 are not eligible for award and will receive no further consideration.

10.2.4.3. Step 3 – Factor 2, Price: The quoted Total Evaluated Price (TEP) will be evaluated for completeness, and fair and reasonableness. A rating will not be assigned for this step.

10.3. Evaluation Factors

10.3.1. Factor 1 – Technical

10.3.1.1. The Government will evaluate the Offeror’s technical approach, based on the subfactors listed below, to determine if the Offeror’s technical quote demonstrates a sound approach and a thorough and comprehensive understanding of this solicitation and the SOO’s requirements. All subfactors within Technical are of equal importance and will be evaluated on an “Acceptable” and “Unacceptable” basis, as defined in Table 2 below.

Table 2 – Technical Ratings

Rating Definition Acceptable Quote meets the requirements of the solicitation Unacceptable Quote does not meet the requirements of the solicitation

10.3.1.2. All subfactors must receive an acceptable rating for Factor 1 – Technical to be deemed “Acceptable.” A quote with an “Unacceptable” rating in one or more subfactors will be given an overall rating of Unacceptable for Factor 1 – Technical and will not be eligible for award.

10.3.1.3. Technical Subfactor 1 – Statement of Work

10.3.1.3.1. The Government will evaluate the Offeror’s approach contained within their Statement of Work. The Offeror shall demonstrate a complete and through understanding of the SOO by utilizing accurate project phasing, describing an effective and sound process for interfacing with the Government team throughout the project, and demonstrating an adequate set of processes and procedures detailing how the Offeror will execute all work diligently without any unnecessary or unauthorized delays, breaks or deviations from the Contract Progress Schedule (AF Form 3064) to include completion of punch listed work items.

10.3.1.4. Technical Subfactor 2 – Design

10.3.1.4.1. The Offeror will be evaluated on the accuracy and completeness of the shop drawing and 3D rendering to ensure that the proposed bathroom partition solution meets the salient characteristics requirements outlined in the SOO.

10.3.1.5. Technical Subfactor 3 – Schedule

10.3.1.5.1. The Offeror will be evaluated to ensure the total scheduled time of performance, to include material lead times, after the Notice to Proceed is issued to the proposed completion date is equal to thirty (30) days or less.

10.3.2. Factor 2 – Price

10.3.2.1. An Offeror’s quoted price must account for all requirements of the solicitation and SOO. A price submission that materially excludes or conditions a required element may be considered unacceptable.

10.3.2.2. Completeness

10.3.2.2.1. The Offeror’s quote will be reviewed to determine the extent to which all the priced elements have been addressed. The Offeror’s quoted price and other information will be evaluated to ensure continuity and traceability or prices to the technical volume and between the initial quote and any revisions thereto. The review will determine the adequacy of the Offeror’s quote in addressing and fulfilling the solicitation and SOO’s requirements.

10.3.2.3. Fair and Reasonableness

10.3.2.3.1. IAW FAR 12.204(a), the Offeror’s TEP will be evaluated to ensure it is fair and reasonable. The Government will determine whether the quoted price is fair and reasonable using price analysis techniques considered appropriate by the Contracting Officer IAW FAR 15.404-1(b), which may include comparison of quoted prices received in response to the solicitation, market research, historical information, or other available information.