Attachment D - Quote Instructions and Evaluation Criteria_Final.docx

QUOTE INSTRUCTIONS AND EVALUATION CRITERIA

Instructions to Offerors

1) The Government intends to award a single Task Order from this solicitation to the responsible Offeror whose quote represents the best value to the Government in accordance with the factors set forth in this Request for Quote (RFQ). The Government reserves the right to reject any quote that does not comply with this quote preparation/submission instructions.

2) Quotes must be submitted via GSA e-Buy by the solicitation closing date and time in order to be considered. In the rare event that GSA e-Buy is down, Offerors shall immediately notify the Contract Specialist via e-mail prior to the solicitation closing date and time. Offerors shall also contact the GSA helpdesk to register a help ticket/notice that GSA e- Buy is down or inoperable. Failure to notify the Contract Specialist prior to solicitation closing will automatically deem an Offeror’s quote as late. In the rare event of a GSA e-Buy malfunction, arrangements must be made with the Contract Specialist prior to the solicitation closing date and time in order to submit a quote electronically outside GSA e-Buy. Failure to submit a complete quote prior to the solicitation closing date and time will render the quote late and non-responsive and will not be considered.

3) Offerors must comply with the detailed instructions for the format and content of the quote; quotes that do not comply with the detailed instructions for the format and content of the quote submit quotes in response to this solicitation in English and in U.S. dollars.

4) This procurement is conducted under FAR Part 8 procedures; therefore, the Contracting Officer will not conduct FAR Part 15 or FAR Part 12-type discussions. The Government intends to make an award without discussions. However, the Contracting Officer may determine the need to request additional information or clarifications from certain Offerors regarding their quotations. In doing so, the Contracting Officer might not necessarily inform Offerors of problems with their quotations or areas where their quotations do not meet RFQ requirements. Nor shall the fact that the Contracting Officer has sought such additional information from one (or more) Offerors obligate the Government to have similar communications or any communications whatsoever with any other Offeror. Furthermore, the Contracting Officer might decide not to request additional information or clarifications of the Offerors. Therefore, an Offeror's quote, as submitted, must be complete and in compliance with the RFQ requirements.

5) Offerors may submit questions requesting clarification of this requirement via email. Any clarifying information issued by the Government will be provided to all prospective Offerors. All questions regarding this solicitation must be submitted to Chad Underwood via email to charles.underwood@bep.gov no later than 9:00 AM (ET) on March 8, 2024. Questions received after the due date and time will not be considered. Proprietary data, if so noted, will be protected. Quotes must be signed by an official authorized to bind your organization and submitted using GSA eBuy no later than 9:00 AM (ET) on March 22, 2024.

6) If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

Submission, Modification, Revision, and Withdrawal of Quotes

1) Quotes and revisions of quotes shall be uploaded electronically via the GSA e-Buy RFQ system under the appropriate solicitation number. Offerors shall notify the Contract Specialist of any revisions to quotations immediately after posting the revision to GSA e- buy.

2) Quotes may be withdrawn at any time before contract award. Withdrawals are effective upon receipt of notice by the Contracting Officer.

3) Offerors shall identify the expiration date of their quote, and of any special discounts.

4) This RFQ does not commit the Government to pay any cost for the preparation and submission of a quote. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this acquisition.

Quote Format

1) Offerors shall submit a quote in accordance with the following guidelines:

· All filenames shall include the Offeror’s company name and title/subject of content.

· All documents requested herein shall be compatible with Microsoft Office formats or Adobe PDF.

· To the maximum extent practicable, the Offeror shall not submit Non-FSS items in their quotations. In the event that Non-FSS items are proposed, each Non-FSS item must be clearly identified.

2) The quote shall be submitted in three (3) volumes as outlined below and clearly labeled. Each of these parts shall be separate and complete in itself so that the evaluation of one may be accomplished independently of the evaluation of the other, as follows:

Volume I – Technical Volume II – Past Performance Volume III – Price

Volume I – Technical

1) The Technical Quote shall not contain any references to cost/price; however, resource information such as data concerning labor hours and categories, materials, subcontracts, etc., may be contained in the technical quote so that your understanding of the Performance Work Statement (PWS) may be evaluated. It must disclose your approach in sufficient detail to provide a clear and concise presentation that includes the requirements of the quote instructions.

2) Where data/information appears in one part, it does not have to be repeated in any other part. However, it shall be cross referenced by indicating the specific location including the volume and page number as a minimum. The clarity, relevance, and conciseness of the quotation is important, not the length. Proprietary data, if so noted, will be protected.

3) The Technical Quote shall be single spaced, maximum of 20 pages (excluding attachments, addendums, resumes and other required appendices), and shall be printable on 8.5 x 11-inch paper containing text no smaller than font size 12 – Times New Roman. Each page shall be numbered, and each section shall be tabbed to correspond to the table of contents. Offerors may include 11 x 17-inch foldouts only to display graphics, flow charts, organizational charts, or drawings. Fonts in graphics or charts shall be 10-font.

Volume II – Past Performance

1) The Offeror(s) shall include three (3) past performance references where the Offeror was the prime contractor or subcontractor for relevant work completed within the past five (5) years as required by this solicitation. “Relevant” is defined as similar in size, scope, and complexity to this contract. The Offeror must clarify the percentage of work, dollar allocation and personnel roles as it relates to the key labor category requirements.

2) The past performance reference submission shall be single-spaced, maximum of one (1) page per reference, and shall be printable on 8.5 x 11-inch paper containing text no smaller than font size 10 – Times New Roman. Each page shall be numbered.

Volume III – Price

1) The Price Quote shall include a statement indicating whether any exceptions are taken to the terms and conditions of the RFQ. Any exceptions must include identification of the specific paragraphs and rationale for each exception. Exceptions shall also be noted in the quotation at the location of the exception.

2) Where data/information appears in one part, it does not have to be repeated in any other part. However, it shall be cross referenced by indicating the specific location including the volume and page number as a minimum. The clarity, relevance, and conciseness of the quotation is important, not the length.

3) There is no page limit for the Price Quote. The quote shall be single-spaced (excluding spreadsheets and other required appendices) and shall be printable on 8.5 x 11-inch paper containing text no smaller than font size 10 – Times New Roman.

Quote Instructions for Contents to be Evaluated

Volume I – Technical

FACTOR 1 – TECHNICAL (NON-PRICE)

The Government will evaluate quotes for technical acceptability and to determine the Offeror's overall understanding and capability to meet or exceed the Government’s requirement. Offerors shall propose a technical and management approach that demonstrates a successful approach for performing all services required by the PWS, to include the Offerors understanding of the requirement, ability to provide appropriate and qualified personnel, and effective recruiting and retention strategy. The Offeror’s technical and management approach shall clearly reveal an approach to meet or exceed the following Subfactors:

Subfactor 1 – Technical Approach and Understanding. The Offeror shall:

a. Provide a statement of purpose, scope, and challenges of the project that demonstrates a complete understanding of the intent and requirements of the Government’s requirement.

b. Submit a narrative that fully describes the proposed technical approach necessary to meet each of the requirements in the PWS. The technical narrative shall include:

· description/understanding of the content of each task and subtask to be performed to achieve the project objectives;

· process or methodology to be used to accomplish tasks or subtasks in the PWS; and

· detailed technical approach necessary to meet or exceed the Government’s requirement in the PWS, as well as capture anticipated major problem areas and solutions.

Subfactor 2 – Key Personnel. The Offeror shall:

a. Submit resumes of no more than three (3) pages in total length, for the following Key Personnel, as also identified in the PWS:

· Project Manager I: Resumes shall reveal a minimum of five (5) years of relevant experience that meets or exceeds the specifications per Section 3.1.3 of the PWS. Minimum education requirement includes a Bachelor of Arts (BA)/Bachelor of Science (BS) or related Business or relevant field

· Analyst II: Resumes shall reveal a minimum of five (5) years of relevant experience that meets or exceeds the specifications per Section 3.1.3 of the PWS, and a minimum of one (1) year experience working as a Quality Assurance Specialist, Auditor, or Engineer. Minimum education requirement includes a Bachelor of Arts (BA)/Bachelor of Science (BS) or related Business or relevant field.

· Functional Specialist I: Resumes shall reveal a minimum of ten (10) years of relevant experience that meets or exceeds the standards per Section 3.1.3 of the PWS and required experience in computer programming and/or computer graphic experience. Minimum education requirement includes a high school diploma with industry certifications in computer programming or computer graphics.

Subfactor 3 – Project Plan: The Offeror shall:

a. Submit a Project Plan that clearly reveals a viable strategy to accomplish tasks and subtasks in the PWS, project schedule, task completion/adherence metrics, deliverables schedule, staffing plan, and comprehensive labor mix (to include subcontractors and/or consultants) necessary to meet the entire scope of the PWS. The Project Plan shall also include:

· specify the professional capabilities necessary to perform tasks and subtasks in the PWS, and describe labor categories, other than Key Personnel, used to perform services of entire scope of the PWS;

Volume II – Past Performance

FACTOR 2 – PAST PERFORMANCE (NON-PRICE)

1) Offerors shall submit a total of no less than three (3) past performance references where the Offeror was the prime Contractor for recent and relevant work. For the purposes of this procurement, “recent” is defined as work completed in the last five (5) years from the issuance date of this solicitation; “relevant” is defined as similar in size, scope, and complexity to the Government’s requirement in this solicitation.

2) Past Performance Questionnaires (PPQ) found in Attachment E, shall be submitted for each past performance reference. Offerors shall forward the PPQ to each respective client to complete and for the client to submit directly to the Contract Specialist via email at charles.underwood@bep.gov no later than 9:00 AM (ET) on March 22, 2024.

3) In addition to information submitted by the Offeror in support of Factor 2, the Government reserves the right to obtain information for use in the evaluation of past performance from any and all available Government resources, to include Contracting Officer knowledge and Contractor Performance Assessment Reporting System (CPARS), as well as sources outside of the Government.

Volume III – Price

FACTOR 3 – PRICE

1) The Offeror shall submit a Price Quote based on their GSA schedule pricing. Offerors shall utilize its GSA Schedule contract to propose appropriate labor categories and labor hours necessary to adequately fulfill the requirements per the PWS, any proposed discounts, and any other relevant pricing information.

2) Completed Standard Form 1449, Request for Quotations, Blocks 12, 17, 20, 23, 24, 30a, 30b, and 30c.

3) The volume shall include a detailed breakdown of the cost/price being proposed by task (including optional tasks, if applicable) and all option periods. This includes a breakdown of the labor categories, proposed hours, rates and discounts, other direct costs, indirect costs (if applicable), etc.

4) The Government requires the GSA contractors to identify the Maximum Order Threshold based on the dollar value of the potential order. If this order exceeds the GSA contractor’s Maximum Order Threshold, the Government will seek a discount.

5) The Offeror is required to complete and certify FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020) as part of their Price volume. If the Offeror does not comply with representations and certifications, the Offeror is considered non-responsive and may be removed from consideration for award per FAR 4.2103.

Solicitation 2031ZA24Q00040 Attachment D – Quote Instructions and Evaluation Criteria

Evaluation Criteria for Quote Contents

1) The Government will utilize the Best Value Tradeoff continuum to evaluate quotes, whereby the Government may award to other than the lowest priced Offeror or other than the highest technically rated Offeror. The following factors, and their respective subfactors, will be evaluated in determining contract award:

Factor 1: Technical (Non-price)

Factor 2: Past Performance Factor 3: Price

2) Factor 1 (Technical) is more important than Factor 3 (Price). Factor 3 (Price) is more important than Factor 2 (Past Performance). All Factor 1 (Technical) Subfactors are of equal importance.

3) Each factor will be evaluated on a stand-alone basis.

FACTOR 1 – TECHNICAL (NON-PRICE)

1) Factor 1, and its associated subfactors, will be evaluated using adjectival rating methodology found in Table 1 below. When using this methodology, evaluators will assign an adjectival rating to each Non-Price Subfactor, found in the Technical Quote in Volume I, culminating in one overall adjectival rating for Factor 1. The technical rating reflects the degree to which the proposed approach meets or does not meet the threshold performance or capability requirements, and the risk associated with its technical approach.

2) The combined technical/risk rating includes consideration of risk in conjunction with the strengths, weaknesses, and deficiencies used in Table 2 below, in determining technical ratings. The adjectival rating represents the evaluators’ conclusions as to the quality and performance risk of the quote. That conclusion will have a written narrative identifying the analysis to support the rating. In order to be considered awardable, there must not be a rating of “unacceptable” for Factor 1.

Table 1 – Adjectival Combined Technical/Risk Rating Method

Table 2 – Definitions of Strengths and Weaknesses

Significant Weakness A flaw that appreciably increases the risk of unsuccessful contract performance.

Subfactor B: Key Personnel. The Government will evaluate the Offerors:

1. professional capabilities necessary to meet or exceed the tasks in the PWS and the resume of each of the professional persons who will perform under the contract. Resumes will be evaluated based on the following capabilities:

· knowledge of and experience with the specific tasks found in Sections 5 and 7 of the PWS; and

· knowledge of and experience with the ISO 9001:2015 Quality Standards.

Subfactor C: Project Plan. The Government will evaluate the Offerors:

FACTOR 2 – PAST PERFORMANCE

1) The Government will evaluate past performance to assess the relative risks associated with an Offeror’s likelihood of success in fulfilling the Government’s requirement, as indicated by the Offeror’s record of past performance. The past performance evaluation may be based on the Contracting Officer’s knowledge of and previous experience with the service being acquired, the PPQs submitted by Offeror references, the CPARS information located at http://www.cpars.gov/; and/or any other reasonable basis.

2) In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on past performance. Therefore, the Offeror shall be determined to have unknown or neutral past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered acceptable.

Table 3 - Past Performance Acceptable/Unacceptable Rating Method Standards

FACTOR 3 – PRICE

1) Price will be evaluated, but not rated, and determined to be either “Reasonable” or “Unreasonable” per the following definitions:

Table 4 – Price Evaluation Standards

2) The Government will evaluate the overall total price proposed, which contains proposed prices for all line items, including all options. Additionally, the Government will evaluate the table of labor categories and loaded hourly rates proposed, as well as the detailed breakdown. All other information required in the price quote will be evaluated for completeness and accuracy. The Government reserves the right to clarify any discrepancies discovered during the evaluation.

3) Since GSA already determined the prices as being fair and reasonable, the Government will not conduct a separate cost/price analysis for labor category pricing; however, the Government will consider and evaluate the level of effort (labor categories and number of hours) and rates proposed to determine the feasibility of completing the required services at an overall fair and reasonable price. The Government will utilize the information contained in each Offeror’s GSA Schedule to determine if the total proposed and evaluated contract price proposed by each Offeror aligns with the GSA schedule and is fair and reasonable.

4) The Government reserves the right to assign an Unreasonable rating where the information provided in the quote cannot be matched to an Offeror’s GSA Schedule. If an Offeror is assigned a rating of Unreasonable for Factor 2 – Price, the Offeror shall not be considered for award since the price reasonableness of the quotation cannot be determined.

5) The Government will also consider clarity and adequacy of the price quote offered by the Offeror.

6) If an Offeror proposes a special discount with expiration, the Government will utilize the discount in its price evaluation. Offerors shall notify the Contracting Officer of the expiration of the special discount.