Attachment C - Section 4 and 5.pdf

UNCLASSIFIED

HM047626R0029

Attachment C

SECTION 4 – Instructions to Offerors

Instructions, Conditions, and Notices to Offeror

PROPOSAL PREPARATION INSTRUCTIONS

4.1 INTRODUCTION

The Government intends to award up to (3) Basic Ordering Agreements (BOA) resulting from this RFQ to the highest rated vendors NAICS Code 811121 Automotive Body, Paint, and Interior Repair and Maintenance, whose proposals conform to the RFQ and are determined to be in the Best Value to the Government, Technical, Past Performance, and Price Factors considered.

4.2 GENERAL INSTRUCTIONS

4.2.1 The proposal must be clear, concise, and include sufficient detail to support a thorough and effective evaluation. Do NOT simply rephrase or restate the Government’s requirements. The proposal MUST provide convincing rationale supported by factual, verifiable information that fully demonstrates that the Offeror understands the goals and objectives of this acquisition and all of the requirements associated with the solicitation and resultant contract.

4.2.2 Separate volumes for the elements of your proposal shall be prepared in accordance with Table 4-1 and all the instructions set forth herein. All proposal volumes shall be UNCLASSIFIED. All proposal Volumes and Electronic Media MUST be properly identified and marked with the proper Classification banner including UNCLASSIFIED and Proprietary Information. Each volume shall be written or presented on a stand-alone basis.

4.2.3 All questions and requests for clarifications must identify the applicable RFQ Section, document title, page number and paragraph number for each question. All responses will be answered in writing by the Contracting Officer. Only the Contracting Officer in writing may make changes to this solicitation. Questions must be submitted no later than April 30th, 2026 1PM (1300hrs) Central Time.

4.2.4 Proposal Format: Page limitations (as specified in table L-1) shall be treated as maximums. If exceeded, the excess pages will not be read nor considered in the evaluation of the proposal. When both sides of a sheet display printed material, it will be counted as two (2) pages. Foldout pages will be counted as two (2) pages of information. Partial pages count as a full page for page limitation purposes. Page limitations do not apply to blank divider pages, glossaries, and indexes. If it is determined that information has been put into wrong volumes to avoid page limitations, that information will not be reviewed as a part of the proposal.

Page size shall be 8.5 by 11 inches, except for foldouts. Margins shall be set at one inch on top, bottom, and both sides. Minimum type size shall be 12-point Times New Roman standard font with single https://www.naics.com/naics-code-description/?v=2017&code=811121 https://www.naics.com/naics-code-description/?v=2017&code=811121 spacing. Typesetting, font compression, or other techniques to reduce character size or spacing are not permitted and are considered a deliberate attempt to circumvent the page limitations. Pages shall be numbered sequentially by Sub-Volume.

4.3 GENERAL INFORMATION

4.3.1 Point of Contact

The Contracting Officer (CO) and the Contracting Specialist (CS) are the sole points of contact for this acquisition. All questions regarding any aspect of this RFQ must be submitted via email to the NGA Contracting Officer/Contracting Specialist, Kenneth.M.Lehrmann@nga.mil and Janet.D.Richards@nga.mil. The CO will consolidate all questions and issue an amendment to the solicitation to provide Government responses.

4.3.2 Proposal Acceptance

The proposal acceptance period is specified in the solicitation. The Offeror shall make a clear statement in their proposal cover letter of the date of its validity (not less than one hundred twenty (120) calendar days) from the proposal due date OR actual proposal submittal.

4.4 PROPOSAL DOCUMENTS

4.4.1 Proposal Volumes and Organization

The Offeror shall prepare the proposal as set forth in the Proposal Organization Table below. The titles and contents of the volumes shall be as defined within Table 4-1 below. The volumes identified in the table should be separate documents submitted in electronic format via email.

The completion and submission to the Government of documents identified in the proposal organization table shall constitute a quote and shall indicate the Offeror’s consent to the terms and conditions of the RFQ, unless otherwise noted in the proposal.

mailto:Kenneth.M.Lehrmann@nga.mil

TABLE 4-1 QUOTE ORGANIZATION TABLE

VOLUME VOLUME TITLE NUMBER OF

COPIES

Page Limits A Quote Volume A (Cover Letter and completed RFQ sections Provisions as Required)

1 soft copy Cover Letter 1 Page

Quote Volume 1 Technical

1 soft copy 1 Page

2 Quote Volume 2 Past Performance Information 1 soft copy 1PPQ for each Reference or 1-page for each CPAR

3 Quote Volume 3 Price Quote 1 soft copy 5 Pages

4.4.2 Quote Submission Instructions

All Volumes of the Quote are due by the date referenced on the SF 1449 at the electronic location specified below:

National Geospatial-Intelligence Agency Solicitation HM047626R0029 Kenneth.M.Lehrmann@nga.mil & Janet.D.Richards@nga.mil

4.4.3 Pricing Information

Pricing information shall be included only in the Price volume. Work-hour estimates and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale to support a technical or management position, or unless otherwise specified in this Section.

4.4.4 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, as needed, with an explanation for each.

Volume A – Quote VOLUME

A.1 Cover Letter. The cover letter is considered the first page of the quote and shall include the following:

• Statement that the quote is firm for a period of not less than one hundred twenty (120) calendar days from the proposal due date.

• Statement of Compliance indicating either complete compliance with the solicitation or a detailed analysis of any objections, exceptions, or contingencies to the terms of the mailto:Kenneth.M.Lehrmann@nga.mil mailto:Janet.D.Richards@nga.mil solicitation.

• Solicitation Number

• No more than two names, with email address and telephone numbers of personnel, to be contacted for clarifications or discussions.

• Quote (leave price for CLINS Blank)

A.2 Electronic (soft copy) submission is required

Standard Form 1449, “Solicitation / Contract/ Order for Commercial Items,” with blocks 17(a)and (b) and 30 (a)-(c) completed.

RFQ Section 1, “Supplies or Services and Prices/Costs,” (leave price for CLINS Blank)

RFQ Section 2, “Clauses and Provisions”, the Offeror’s shall complete fill-in(s) on all applicable provisions.

Volume 1 - TECHNICAL

Can you perform work for both locations – Springfield, VA and St. Louis, MO - (yes/no)

The Offeror shall submit a yes/no response, and if the response is no, indicate which location performance can occur.

Volume 2 – PAST PERFORMANCE

Past performance information provided by Offerors in response to this solicitation shall be used to evaluate past performance against the requirements set forth in this solicitation. The Government may also rely on past performance information independently obtained from other sources. The Offeror must state if the company has not performed any contracts within the magnitude and/or scope of this contract. If an Offeror lacks a record of recent/relevant past performance, or if the information is not available, a neutral rating for past performance will be assigned.

For Large Business Offerors, two of the three submitted efforts must have been performed by the prime offeror as the prime contractor. The Government will consider up to one past performance effort of the prime offeror performed as a major subcontractor. For Small Business Offerors, one effort may have been performed as a major subcontractor, although an effort performed as a prime contractor may be evaluated as being more relevant than an effort performed as a major subcontractor, depending on other relevant information.

The Offeror shall provide past performance information for up to three recent and relevant contracts.

Recent contracts are those that have been completed within the last three - five years of the date of issuance of this solicitation or current contracts with a minimum of 6 months of completed performance as of the date of issuance of this solicitation. Relevant contracts are for Contracts providing vehicle upfit services for military, Government, police department vehicles of the scope and magnitude of effort and complexities this solicitation requires. If the past performance was performed by another corporate entity within the offeror’s corporate organization, the offeror’s quote must explain the extent to which each entity was involved in the performance of each requirement. The Offeror shall explain why it considers its past performance information relevant.

Past Performance shall describe the offeror's past performance on previous contracts similar to the work to be performed under this contract. Offerors are encouraged to submit information considered relevant in demonstrating their ability to perform the proposed effort. For each effort identified, the Offeror shall discuss problems encountered during performance and its approach to solving them, its approach to staffing, and any other challenges similar to those expected to be encountered in performing the current requirement.

Past Performance Questionnaires (PPQ) shall be completed using the prescribed form in Attachment E of this solicitation. All fields of the PPQ must be completed or the form may be determined incomplete, and may not count towards the offeror’s past performance. PPQs must be submitted by the Offeror for all past performance projects presented in the offeror’s past performance volume submittal. NGA reserves the right to contact the point of contact (POC) to verify any information in past performance submissions. Please follow all instructions listed below:

a. For each relevant contract identified by the offeror, the PPQ Attachment E – Past

Performance Questionnaire Template” shall be used.

b. For each contract referenced, the offeror shall identify a POC knowledgeable about the offeror’s performance on the contract. The POC can be the Contracting Officer, Contracting Officer Representative, Assistant Contracting Officer Representative, Contracting Officer Technical Representative, Technical Monitor, or Program Manager.

c. The offeror shall complete Part I of the PPQ and then provide it to each POC identified. The offeror shall request the POC complete Part II and then have the POC submit the completed PPQ directly to the government in accordance with the instructions in the PPQ. The offeror is responsible for having the POCs return the PPQs no later than the quote due date. Once received, PPQs will be treated as source selection information in accordance with FAR Part 3.104.

It is the responsibility of the offeror to explain how its past performance information is relevant to the proposed contract. The Government may utilize references other than those identified by offerors in evaluation of offerors’ Past Performance. While the Government may elect to consider data obtained from other sources, the burden of providing accurate and complete, recent and relevant PPI that demonstrates the ability to perform this requirement rests with each offeror.

Volume 3 – PRICE QUOTE

Offeror’s shall submit a completed price quote in accordance with Attachment B SIP Vehicle Upfit Performance Work Statement

Section 5 – Evaluation Factors for Award

5.1 Source Selection Evaluation Criteria

The Government will conduct a comparative evaluation of quotations to determine which offers the best value. The Government is not limited to accepting the lowest-priced quotation but will select the quote that offers the best blend of high-quality past performance and reasonable price.

It is the offeror’s responsibility to submit a quote that complies with the RFQ submission instructions described in Section 4 of this RFQ. Before reviewing quotes under the stated evaluation factors, the Government will review quotes to ensure the Offeror materially and substantially complied with the RFQ submission instructions as delineated in Section 4 before advancing into the evaluation stage. If, based on this compliance review, the Government determines that a quote does not materially and substantially comply with the RFQ submission instructions and cannot be made compliant through clarifications, the quote will not advance to the evaluation stage. Rejection of a quote on this basis does not constitute creation of a competitive rangeFurther, the offeror's proposal will not be eligible to receive award if it is found that the Offeror is not a "responsible company" in accordance with FAR

9.104. This responsibility determination will include the offeror having an active System for Award Management (SAM.gov) registration.

The Source Selection Team will evaluate proposals against the following factors: Past Performance, Technical/Management, and Price.

These Factors are listed in Table 1 in order of relative importance.

The Factors are listed in descending order of importance, with Past Performance being more important than technical, all evaluation Factors other than Price, when combined, are significantly more important than Price.

Table 2 defines criteria to evaluate/score Technical. Table 4 and Table 5 define criteria to evaluate/score Past Performance. Price will be evaluated but not scored. More detailed explanations for each of these are provided below.

TABLE 1—POLICE VEHICLE UPFITS

EVALUATION FACTORS

Factor 1 – Past Performance

Past Performance Past Performance will be assigned an overall confidence rating based on the relevancy and quality of the offeror’s recent past performance efforts.

Factor 2 – Technical / Management

Technical Yes/No

Factor 3 - Price

Price Shall be evaluated for reasonableness.

5.2 FACTOR 1 PAST PERFORMANCE

Past Performance on projects submitted by the Offeror (and other past performance information obtained by the Government) shall be evaluated for: (i) recency of the past performance; and if found to be recent, (ii) relevancy of the past performance effort; and, if found to be recent and relevant, (iii) quality of the offeror's performance-based customer feedback on the following: technical performance and management performance.

Recent contracts are those that have been completed within the last three to five years of the date issuance of this solicitation or current contracts with a minimum of 6 months of completed performance as of the date of issuance of this solicitation. Relevant contracts are for Contracts providing vehicle upfit services for organizations of similar military, Government, and police departments with similar scope and complexity as the NGA Police vehicles Contract in accordance with table 4.

For Large Business Offerors, two of the three submitted efforts must have been performed by the prime offeror as the prime contractor. The government will consider up to one past performance effort of the prime offeror performed as a major subcontractor. For Small Business offerors, one effort may have been performed as a major subcontractor, although an effort performed as a prime contractor may be evaluated as being more relevant than an effort performed as a major subcontractor, depending on other relevant information.

Contracts will be evaluated individually for relevancy.

The Government shall assign each offeror an overall confidence rating (i.e., based on all past performance information considered for the offeror) in accordance with the guidance provided in Table

5. Offerors may submit up to three past performance efforts.

The Offeror will receive neither a favorable nor an unfavorable rating if it does not have a performance history similar to the effort described in the RFQ; however, the agency reserves the right to consider a past performance rating of substantial or satisfactory confidence more favorably than a neutral confidence rating.

Table 4: PAST PERFORMANCE RELEVANCY RATINGS

Relevancy Ratings

Rating Definition

Very Relevant Past/present performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

Relevant Past/present performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant Past/present performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Past/present performance effort did not involve any of the magnitude of effort and complexities this solicitation requires.

Table 5: PAST PERFORMANCE CONFIDENCE ASSESSMENT

Confidence Assessments

Rating Description

Substantial Confidence

Based on the Offeror's recent/relevant performance record, the

Government has a high expectation that the Offeror will successfully perform the required effort.

Satisfactory Confidence

Based on the Offeror's recent/relevant performance record, the

Government has a reasonable expectation that the Offeror will successfully perform the required effort.

Unknown Confidence (Neutral)

No recent/relevant performance record is available or the Offeror's performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Limited Confidence

Based on the Offeror's recent/relevant performance record, the

Government has a low expectation that the Offeror will successfully perform the required effort.

No Confidence

Based on the Offeror's recent/relevant performance record, the

Government has no expectation that the Offeror will be able to successfully perform the required effort.

FACTOR 2 TECHNICAL/MANAGEMENT FACTOR EVALUATION

This factor is a Yes/No Evaluation Factor. In the event that the offeror’s quote does not clearly demonstrate a Yes/No response, it will be determined unacceptable, and the quote will be ineligible for award. Offerors who are able to perform at both locations will be evaluated more favorably for this factor.

FACTOR 3 Price

The Government will evaluate price proposals for completeness and reasonableness for the PWS (Attachment B), and only proposals that are determined to have complete and reasonable pricing will be eligible for award. Completeness will be determined by verifying that all requirements have been priced, figures are correctly calculated, and price information is presented in a clear and useful format.