Attachment H - Submittal Instructions and Evaluation Factors.pdf

Submittal Instructions/Evaluation Factors

Note: The Government reserves the right to reject any quote that does not comply with these instructions.

A. General Instructions

1. Quote Volumes To facilitate the evaluations, two (2) separate volumes titled Technical Capability, Key Personnel and Past Performance Factor (Volume I), Price Quote (Volume II) shall be submitted separately 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. 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 will be considered non-responsive and will render the offeror ineligible for award.

2. Quote Format

• 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.

• Offerors shall identify all Non-FSS items or services in their quotations.

3. Page Format

Each volume shall be single spaced and shall be printable on 8.5 x 11 inch paper containing text no smaller than 11 point for text and 9 point for graphics (including call out boxes and tables).

Each page shall be numbered and each volume 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. The technical quote volume shall not exceed 50 pages. The past performance quote shall not exceed 25 pages. The price quote shall not exceed 10 pages.

Any pages that exceed the page limitations shall be removed and will not be evaluated.

4. Submission, Modification, Revision, and Withdrawal of Quotes

• Quotes and revisions of quotes shall be uploaded electronically via the email to

Daryl.Smith@IHS.gov indicating the solicitation number on the subject line. Offerors shall notify the Contracting Officer of any revisions to quotations before the closing date in Beta.Sam.

• Offerors shall submit quotes in response to this solicitation in English and in U.S. dollars.

• Quotes may be withdrawn at any time before award. Withdrawals are effective upon mailto:Daryl.Smith@IHS.gov receipt of written notice by the Contracting Officer.

B. Submittal Details

1. Technical Capability (Volume I).

To facilitate the technical quote evaluation, the offeror shall submit as part of the Request for Quote (RFQ), a separate enclosure entitled, “Technical Quote.” The Technical Quote must not contain references to price; however, resource information such as data concerning labor hours and categories, materials, subcontracts, etc., must be contained in the Technical Quote so that your understanding of the statement of objectives may be evaluated. It must disclose your approach in sufficient detail to provide a clear and concise presentation that includes the requirements of the proposal instructions. The Technical Quote must include a statement indicating whether any exceptions are taken to the terms and conditions of the RFQ as part of the transmittal letter. Any exceptions must i nclude identification of the specific paragraphs and rationale for each exception.

Exceptions shall also be noted in the quote at the location of the exception. Minimum 2 year experience in providing medical patient transportation service in the NY Tri-Sate State Region.

Government intends to make award without discussions. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

All proposals shall consist of sections addressing the following:

A. Technical Capability B. Key Personnel C. Relevant Past Performance D. Price

This submission shall be limited to 15 pages.

A. Technical Capability

The proposal shall provide a statement of the purpose, scope, and problems of the requirements in the Offeror’s own words to demonstrate his/her complete understanding of the intent and requirements of the project. The discussion shall include anticipated major problem areas, together with potential approaches for their solution.

B. Key Personnel / Labor Category Factor

The offeror shall identify key personnel responsible for roles and responsibilities in the planning and execution of the contract.

Offeror shall describe its approach in creating a schedule that meets the requirements of the SOW and delineate how absences will be back filled in seen or unforeseen circumstance.

The Key Personnel identified to work under this task order shall have the following minimum experience, education, and license:

• Relevant Experience: At least 6 months experience of driving non-emergency medical patients.

• Education: High school diploma or GED is required.

• License: Key Personnel must have a chauffeur’s license.

• Drug Test Certification: Proof that the key personnel assigned have successfully passed a drug test from a certified medical/drug testing facility.

• No At-Fault Accidents: Proof that the key personnel assigned have no at-fault accidents on their driving record.

C. Relevant Past Performance / Experience

Offerors will provide past performance references for no less than two (2) but no more than three (3) contracts completed during the past five (5) years or currently in process for services similar to this solicitation. Failure to submit the required past performance references will result in rejection of the proposal. At the minimum, the following information must be provided:

1. Name and address of the referenced Agency or company

2. Point of contact name, telephone number and email address

3. Contract number and value

4. Description of the work performed

5. Explanation of problems, delays, cost overruns and corrective actions taken

Offeror must demonstrate past performance under existing and prior contracts. The Government may supplement the information the offeror provides with performance information it may obtain from any source including its own experience with the offeror.

The Federal Government uses the Contractor Performance Assessment Reporting System (CPARS) to document contractor performance information that is required by Federal Regulations. Past performance information entered to CPARS is available to Federal agencies through a separate system called the Past Performance Information Retrieval System (PPIRS) for source selection purposes.

Contracting Officer will assess the Offeror’s PPIRS records as part of the evaluation of this sub-factor.

Submission under this factor shall be limited to four (4) pages.

D. PRICE

Offerors shall provide a price breakdown of the proposing labor hour rates to support and execute services to include training, system maintenance and service. Must complete price information onto the attached SF1449 document.

E. EVALUATION – BASIS FOR AWARD

This procurement will utilize the Lowest Priced Technically Acceptable (LPTA) procedure to make award.

1. Technical Approach and Understanding

The Government will evaluate the Offeror’s understanding of the purpose, scope, and problems of the requirements to ensure complete understanding of the intent and requirements of the project. The Government will evaluate this section of the proposal to determine the Offeror’s understanding of potential problem areas, together with potential approaches for their solution.

2. Key Personnel and Staffing Plan

The Government will evaluate the Offerors staffing plan to ensure there is adequate coverage throughout the period of performance.

The government will evaluate the offerors key personnel to ensure they possess the requirements as described in the solicitation.