Attachment A - Instructions-Evalation Criteria-Basis for Award-WZ.pdf

Attachment A

A. INSTRUCTIONS:

1. The Contractor shall submit their quotation in response to the Request for Quotation (RFQ) posting by the date and time specified herein. The quotation shall contain, at a minimum, the information detailed below. If the quotation is missing any of the elements listed below, the quotation may be deemed unacceptable and may not be evaluated further.

2. The contractor is required to meet all solicitation requirements, including terms and conditions, and representations and certifications. The contractor must clearly identify any exception to the solicitation terms and conditions and provide complete rationale.

3. The quote must be complete, self-sufficient, and respond directly to the requirements of this solicitation. All quoter’s must be able to provide a complete solution to meet the overall performance requirement objectives as outlined in the attached Performance Work Statement

(PWS).

4. The Government intends to award a firm fixed price Purchase Order. The award will be made to the contractor whose submission represents the Best Value to the Government. The Government may award to other than the lowest priced Contractor or the highest technically rated Contractor. Pricing will be evaluated separately from technical factors and may be used as a trade-off. Business judgments and trade-offs will be used to determine the quotation offering the best value to the Government. The importance of price in the evaluation will increase with the degree of equality among quotations of the non-price factors.

5. The evaluation procedures of FAR Part 13.106-2 shall be utilized for this procurement. The solicitation shall not be subject to the formal source selection procedures described in FAR Part 15.

6. The Government intends to evaluate submissions based on the quoter’s technical approach, experience, key personnel, and price. The Government intends to award without exchanges, including discussions. However, the Government reserves the right to conduct exchanges, including discussions, if determined by the Contracting Officer (CO) to be necessary.

Therefore, each initial quotation should contain the Contractor’s best approach from both a price and a technical standpoint. The Government shall not be liable for any costs incurred by the contractor submitting a quote in response to this solicitation.

7. The contractor shall provide a quotation which includes the following three (3) non-price factors and price:

a. Factor 1 - Technical Approach

b. Factor 2 - Experience

c. Factor 3 - Key Personnel and Qualifications

d. Factor 4 – Price

8. Contractors shall clearly demonstrate their approach to meet the technical requirement as outlined in this Request for Quotation (RFQ).

9. The Government intends to evaluate the quotations and issue a purchase order based on the initial quotation received. Therefore, the initial quotation should contain the quoter’s best terms from a price and technical standpoint. The Government reserves the right to conduct exchanges, including discussions with one or more offerors and request a revised quotation from or negotiate final purchase order terms with a quoter if later determined by the CO to be necessary.

B. EVALUATION CRITERIA AND BASIS FOR AWARD:

1. All quotes will be evaluated by the CO and the Contracting Officer’s Representative (COR).

The quotes will be evaluated to determine whether the contractor’s technical approach, experience, and key personnel and Qualifications have adequately and completely considered, defined, and satisfied the requirements specified in the RFQ. The quotes will be evaluated to determine the extent to which the requirement have been addressed.

2. The Government will award a firm fixed price purchase order resulting from this RFQ to the responsible contractor whose quotation conforming to the solicitation is determined most advantageous and represents the best value to the Government, price and other factors considered.

3. The following factors three (3) non-price factors and price shall be used to evaluate quotes:

a) Factor 1: Technical Approach

b) Factor 2: Experience

c) Factor 3: Key Personnel and Qualifications

d) Factor 4: Price

4. Evaluation Factor Importance: In this selection, non-priced Factors 1 (Technical Approach), 2 (Experience), and 3 (Key Personnel and Qualifications) are of equal importance to each other. When combined, the non-priced Factors are significantly more important than Factor 4 (Price).

5. The Government intends on selecting the contractor’s quotation package that represents the

Best Value regarding the evaluation factors identified above. As a best value, the award may be made to other than the lowest price contractor or other than the highest technically rated contractor. Business judgments and trade-offs will be used to determine the quotation offering the best value to the Government.

6. A written notice of award or acceptance of a quotation mailed or otherwise furnished to the successful Quoter within the time for acceptance specified in the quotation, shall result in a binding contract without further action by either party. Before the quotation’s specified expiration time, the Government may accept a quotation (or part of a quotation), whether there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

7. By submission of its quotation, the contractor is required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in a quotation ineligible for award. Contractors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed with Evaluation Factors:

FACTOR 1: TECHNICAL APPROACH

(1) Submittal Requirement: The Contractor’s quotation shall clearly and unambiguously describe a technical approach for the quoted items to successfully fulfill the performance requirements, with a performance approach narrative that clearly describes, in sufficient detail, the vendor’s authority, resources and methods to successfully perform the required services identified in the PWS.

(a) The technical approach shall not exceed 16 single-sided pages/8 double-sided pages using no smaller than 11-point font.

(b) At a minimum the Technical Approach shall include:

a. An operational approach how the offeror will meet the Applied Physics Divisions (APD) Specific Task Requirements, in relation to the following:

i. Basic Services – The Discovery Phase

ii. Optional Services:

• Individual Coaching

• Skill Building Workshops

b) Approach which provides expertise to accomplish the requirements of the performance work statement, in relation to the following objectives:

a. Work toward common goals across the Division.

b. Collaborate and learn from one another as a diverse group.

c. Develop collective leadership and teamwork.

d. Improved communications within the Division.

e. Learn to use conflict productively.

f. Effectively engage with key stakeholder groups.

g. Elevate emotional intelligence skills and improve conflict resolution skills.

c) Communication approach for all meetings, deliverables, schedules, etc.

(2) Basis of Evaluation: Evaluation of this factor is a subjective evaluation of the Offeror’s understanding of the solicitation requirements (clauses, provisions, and the PWS) and demonstrated ability to meet contract requirements and PWS based on the offeror’s quoted technical approach. A technical quotation that demonstrates a thorough understanding of all solicitation and project requirements will be rated higher than a quotation that does not clearly detail approach, does not adequately address all aspects of the solicitation and project, and/or does not demonstrate the offeror’s technical approach to perform the work. Given the submittal criteria for the technical approach, each area will be considered equal in weight in terms of the overall Factor 1 evaluation. Additionally, a technical quotation which is primarily a copy and paste version of the PWS and solicitation requirements will be deemed unacceptable and not given further consideration for award.

(a) The Government will evaluate the soundness and feasibility of the offeror’s technical approach and how it intends to satisfy the technical requirements set forth in the Performance Work Statement. The Government will evaluate the likelihood that the offeror’s quoted plan to manage important aspects of the acquisition would result in the offeror efficiently and effectively managing the contract to ensure that the Government’s requirements are met. The offerors technical approach narrative will be evaluated to assess the offerors expertise, capabilities, competencies, and risk to successfully perform the requirements of the PWS and RFP. Technical Approach will be assessed to determine the offerors demonstrated ability to meet the technical requirements related to professional development coaching for effective change management for the

APD.

(b) Project Management Approach: The Government will evaluate how the offeror proposes to provide professional development coaching which may include assessment approach through interviews or other tools, executive coaching, executive team development, and organizational health measurement services.

(c) Quality Control Plan: The Government will evaluate how the offeror intends to provide effective quality control and relevant performance measures.

FACTOR 2: EXPERIENCE

(1) Submittal Requirement: The contractor shall submit a maximum of three (3) projects that best demonstrate their company’s experience performing relevant projects. Each project shall be submitted utilizing the attached Experience Submittal Form (Attachment B). For all submitted projects, the description of the project shall clearly describe the scope of work performed and the relevancy to the project requirements of this RFQ. For instances in which the primary firm will be using sub-contractor(s) for some portion of the work, this portion of work should include documentation of the sub-contractor(s)’ prior experience in the form of relevant projects.

(a) A relevant project is defined as a project that is similar in size, scope, and complexity to that of the RFQ for providing the following recent services related and specific to the field of professional development coaching for effective change management:

a. Assessments through interviews,

b. Executive Coaching,

c. Program and Project Management,

d. Executive Team Development, and

e. Organizational health measurement.

(b) Projects submitted for the contractor must be completed within the past five (5) years of the date of issuance of this RFQ to be considered recent. For purposes of this evaluation, a relevant project is further defined as a complete solution project of similar scope valued at least $15,000.00 or more annually. Performance as a prime contractor will be considered more relevant than performance as a sub- contractor.

(c) The attached Experience Submittal Form (Attachment B) is MANDATORY and

SHALL be used to submit project information. Individual blocks on this form may be expanded; however, the total length for each project data sheet shall not exceed eight (8) single-sided pages (or four (4) double-sided pages. To receive a satisfactory rating or better, the Contractor must demonstrate relevant experience by providing a minimum of three (3) contracts or purchase orders of similar size and complexity, performed within the past five (5) years that collectively demonstrate each of the elements identified within the scope of work as required for the Factor 2 submittal.

(2) Basis of Evaluation: Evaluation of the contractor’s submittals will be a subjective means of assessing the contractor’s experience with similar projects of similar size, scope, and complexity. The assessment of the contractor’s submittals will be used to subjectively evaluate the contractor’s demonstrated breadth and depth of experience in performing similar/relevant projects as defined in the solicitation requirements. Project relevancy will be assessed on a graduated scale. The assessment of the contractor’s relevant experience will be used as a means of evaluating the capability of the contractor to successfully meet the requirements of the RFQ. The Government will only review three (3) Relevant Experience projects in the order of submittal. Any projects submitted more than the three relevant projects will not be considered. Relevancy will be assessed on a graduated scale.

Projects demonstrating greater relevancy to the requirement of this RFQ may be considered more favorable.

FACTOR 3: Key Personnel and Qualifications

(1) Submittal Requirements: The contractor shall submit a resume, no more than two (2) pages, for *key personnel, which clearly identifies the individual’s experience, skills, qualifications, and competencies related to the duties and responsibilities of the work to perform the requirements of the PWS; which clearly identifies the roles and responsibilities of each quoted position.

(a) Key Personnel are identified in Section 1.5.9. of the PWS.

a. Attachment C – Resume Form for Key Personnel is available for use.

b. All criteria of the Attachment C shall be included in the resume should the Attachment C not be used.

(b) Key Personnel Qualifications are identified in Section 1.5.10 of the PWS.

(2) Basis of Evaluation: The Government will evaluate the relevant qualifications, knowledge, skills and capabilities of the offeror’s quoted Key Personnel, based on the content of their resumes. The Government will evaluate the resumes against the stated requirements to determine how well qualified each candidate is for the quoted position.

(a) Staff Recruitment and Retention Approach: The Government will evaluate the offeror’s demonstrated ability to obtain suitable resources and retain them for the life of the contract. This may include the breadth of the pool from which the offer can obtain resources; the recruiting strategies, techniques, and relevant affiliations with professional organizations from which the offeror may find suitable resources; and the offeror’s ability to screen candidates to match the qualifications, experience, and availability to perform the requirements of the performance work statement.

(b) Alternate Key Personnel shall possess all qualifications, knowledge, skills and capabilities identified in the PWS.

FACTOR 4: PRICE

(1) Submittal Requirement: The Contractor shall complete and submit one price quotation.

Price quotations shall include the below identified information:

(a) Submit a firm fixed price (FFP) quotation: Unit pricing and Total Amount Pricing shall be included for each FFP Contract Line-Item Numbers (CLINs) for the base and all option periods. Additionally, the price quotation shall provide a separate PDF attachment to include support documentation which adequately justifies how the quoter arrived at the total firm fixed price.

(b) The price quotation shall identify any requested payment schedule terms. All payment schedule terms shall be directly tied to deliverables.

(c) The quotation shall provide a total firm fixed price for the base and all option periods. The Government intends to award a firm fixed price purchase order, the breakdown is to assist with determining the price fair and reasonable.

(d) Labor skill categories quoted for skill categories shall be FFP fully-loaded labor rates.

The price quotation shall clearly identify any elements that will be sub-contracted. The price quotation documentation shall clearly describe how the total price for each contract line item was derived.

(e) Price discounts are requested.

(f) Travel shall be included in the FFP. Any breakout for price analysis purposes shall utilize the FTR.

(2) Basis of Evaluation: Price will be evaluated based on the total price. The Government has requested, and shall evaluate, each Contractor’s detailed cost breakdown to determine the reasonableness and completeness of the price quotation. One or more of the following techniques will be used to ensure a fair and reasonable price:

(a) Comparison of quoted prices/costs received in response to the solicitation.

(b) Comparison of quoted prices/costs with the Independent Government Cost

Estimate.

(c) Comparison of quoted prices/costs with available historical information.

(d) A price/cost that is found to be either unreasonably high or unrealistically low in relation to the quoted work may be indicative of an inherent lack of understanding of the solicitation requirements and may result in the overall quotation being considered unacceptable.

(e) A price realism analysis will not be conducted; price will be evaluated for reasonableness.

(f) All hourly labor rates of skill categories under this Purchase Order shall be fully loaded, FIRM- FIXED rates. These rates shall be inclusive of direct labor, overhead, G&A, profit/fee, and other direct costs. The Offeror is responsible to include all quoted labor categories and skill levels.

(g) Additionally, for each quoted labor category, the Quotation shall provide a detailed position description. Position descriptions must include functional responsibilities, minimum years of experience, minimum educational/degree requirements, and any applicable training or certification requirements. If it is the firm's standard commercial practice to substitute experience for education, explain the methodology in the price quotation narrative (e.g., five years’ experience equates to a BA/BS degree).

(h) Pricing will be evaluated separately from technical factors and used as a trade-off between the technical factors.

(i) Options: The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s).

8. The Government reserves the right to eliminate from consideration for award, any or all quoters at any time prior to award of the purchase order.

9. The Government intends to evaluate quotations and award a purchase order without discussions with offerors. The Government reserves the right to conduct discussions with one or more offerors if the Contracting Officer (CO) later determines them to be necessary.

10. Inquiries regarding the subject RFQ shall be submitted electronically to patricia.rose@nist.gov not later than Tuesday, September 6, 2022 by 10:00 AM

MST.

11. Quotations regarding the subject RFQ shall be submitted electronically to the CO, Patricia Rose, patricia.rose@nist.gov not later than the date specified within the RFQ posting.

Quotations submitted after the posted cut-off date and time will not be accepted.

12. NIST intends to award Q4 of FY22. Late questions will not constitute an extension for quotation submissions.

13. The Government shall not be liable for any costs incurred by the quoter submitting a quotation in response to this RFQ.

(End of provision) mailto:patricia.rose@nist.gov mailto:patricia.rose@nist.gov