FA441825Q0025 Combined Synopsis Solicitation.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES

Portable Toilets

FA4418-25-Q-0025

(i) This is a combined synopsis/solicitation for commercial services prepared in accordance with Federal Acquisition Regulation (FAR) subpart 13.5 and the format in subpart 12.6, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.

(ii) The combined synopsis/solicitation number is FA4418-25-Q-0025 and shall be used to reference any written quote provided under this Request for Quotation (RFQ).

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03 effective 17 January 2025.

(iv) This acquisition is 100% set-aside for small business concerns. The associated NAICS code is 562991 – Septic Tank and Related Services with a size standard of $9 million.

(v) Contractors shall submit a quote in reference to the attached Performance Work

Statement (PWS) and price schedule for Portable Toilet Rental and Servicing. A Firm Fixed Price, Indefinite Delivery-Requirements type Contract is contemplated.

(vi) The contractor shall provide all labor, supervision, equipment, tools, supplies, materials and transportation necessary to deliver, set-up, relocate, and perform weekly/periodic servicing of standard portable restrooms and Americans with Disabilities Act (ADA) compliant portable restrooms, as identified in the Performance Work Statement (PWS).

(vii) Place of Performance: Joint Base Charleston (JB CHS) locations: Air Base (AB) in

North Charleston, Weapons Station (WS) in Goose Creek, and Short Stay Recreational Facility, Moncks Corner, South Carolina.

(viii) Period of Performance: Base 1 Oct 2025 – 30 Sep 2026 Option I 1 Oct 2026 – 30 Sep 2027 Option II 1 Oct 2027 – 30 Sep 2028 Option III 1 Oct 2028 – 30 Sep 2029 Option IV 1 Oct 2029 – 30 Sep 2030

(ix) Site Visit Information: Prior to submission of quotes, parties interested in responding to this RFQ are highly encouraged to attend the SITE VISIT CURRENTLY SCHEDULED FOR 24 April 2025 at 0900 EST. No other Site Visit opportunities will be available. Attendees shall be interested vendors only.

Vendors interested in meeting potential offerors shall not use this site visit for these purposes. Attendees are limited to two (2) personnel per firm. Registrants shall submit company name, contact information, and name of attendees. Site Visit arrangements shall be coordinated with Patrick Thomas, Contract Specialist, patrick.thomas.30@us.af.mil no later than 21 April 2025 by 0900 EST. Upon registration, Vendors will receive meeting location and itinerary information for the Site Visit.

(x) Request for Information (RFI): Questions received, in writing, and subsequent answers will be posted to Sam.gov. Offerors are encouraged to submit in writing all questions and requests for clarifications no later than 1400 EST, 25 Apr 2025. The decision whether to respond to questions and requests for clarification made after 1400 EST, 25 Apr 2025 shall be at the sole discretion of the contracting officer.

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.

Questions must be emailed to: patrick.thomas.30@us.af.mil and terry.harrelson.1@us.af.mil.

(xi) FAR 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition with the following Addenda:

The response will consist of four separate parts:

PART I – The RFQ consists of a cover page that identifies the following:

1) Project name

2) Solicitation Number

3) Offeror’s name, address, and general contact information

4) A statement addressing the offeror’s agreement to the contract terms and conditions as written in the SOLICITATION, with attachments.

5) The cover page may state any delineating exceptions taken to the RFQ terms and conditions with accompanying rationale. However, offerors are cautioned that any exceptions with the terms and conditions of the RFQ may cause their quote to be determined not eligible for award. Offerors shall ensure all clauses and provisions that require "fill in" information are appropriately completed.

6) Signature of authorized agent and contact information.

PART II – TECHNICAL (Mission Essential Service Plan). Technical capability is evaluated as pass/fail. The contractor must submit a Mission Essential Services Plan to include the required elements IAW DFARS 252.237-7024, Notice of Continuation of Essential Contractor Services. Address in the plan, at a minimum:

1) Challenges associated with maintaining essential contractor services during an extended event, such as a pandemic that occurs in repeated waves;

2) The time lapse associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site;

3) The components, processes, and requirements for the identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home;

4) Any established alert and notification procedures for mobilizing identified “essential contractor service” personnel; and

5) The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis.

PART III - PRICE - Submit one (1) electronic copy of the completed Request for Quote (RFQ) Pricing Sheet, Attachment 1 (electronic copies must be compatible with Microsoft Excel).

There are multiple cells within Attachment 1 which require data input by offerors.

Offerors are responsible for reading instructions in their entirety and filling in all required cells for each worksheet. Values entered into the RFQ Pricing Sheet shall be rounded to the nearest whole dollar.

The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of quotes.

PART IV – PAST PERFORMANCE

Only references for same or similar type contracts are desired. Provide a maximum of three (3) references of “Recent" and "Relevant" projects. "Recent" is defined as projects performed within the past five (5) years from date of solicitation issuance.

"Relevant" is defined as performance effort involving essentially the same magnitude of effort and complexity this solicitation requires, such as number of regular portable toilets, number of Americans with Disabilities Act compliant portable toilets, and distance between geographically separated locations. The evaluation of past performance information will consider past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. Furnish the following information for each contract referenced:

1) Company/Division name

2) Contracting Agency/Customer

3) Contract Number and Contract Type (e.g., Firm Fixed-Price, Time & Materials, etc.)

4) Contract Dollar Value (Initial, final and an explanation of the difference)

5) Period of Performance

6) Verified, up-to-date name, address, email, and telephone number of the

Contracting Officer or Contracting Officer Representative

7) Brief summary of the requirement AND, if applicable, a copy of the PWS

8) Comments regarding compliance with contract terms and conditions

9) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

Copy of the PWS associated with the work.

(xii) FAR 52.212-2, Evaluation - Commercial Services (2021-11), applies to this acquisition with the following Addenda:

The government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

1) TECHNICAL (Gate)

2) PRICE

3) PAST PERFORMANCE

Past Performance is significantly more important than price.

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).

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the government may accept an offer (or part of an offer), unless a written notice of withdrawal is received before award.

This is a competitive, best value acquisition following simplified acquisition procedures IAW FAR Subpart 13.5, in which competing offerors past performance history will be evaluated on a basis significantly more important than price. By submission of its offer in accordance with the instructions provided in clause FAR 52.212-1, Instructions to Offerors, the offeror accedes to the terms of this model contract and all such offers shall be treated equally except for their prices and performance records. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows:

Gate 1: Technical. Technical rating (“pass or fail”) is predicated on the offerors ability to provide a Mission Essential Services Plan to include the required elements IAW DFARS 252.237-7024, Notice of Continuation of Essential Contractor Services. If an offeror “passes” the Technical Gate, their offer will advance to Factor 1: Price Evaluation. If an offeror fails to pass the Technical Gate, that offeror will not be evaluated further.

Factor 1: Price Evaluation. Offerors that pass the gate shall be ranked according to total evaluated price, from lowest to highest, including options. An offeror’s total evaluated price will be determined by adding together all CLINS for the base year, and each option period. All sub-totals will then be added together to confirm the total for the base and all option periods.

The 6-month extension of services FAR 52.217-8, "Option to Extend Services" is included in this RFQ and will only be utilized if necessary. The 6-month extension of services is not considered part of Option Period 4 and will be a separate option exercised if it is utilized. Proposed pricing for the 6-month extension will be based on last exercised Option Period pricing.

Factor 2: Past Performance Evaluation. Beginning with the lowest priced offer, the contracting officer will seek recent and relevant performance information on all offers based on (1) the references provided by the offeror and (2) data independently obtained by the government from other government and commercial sources.

Recent past performance includes performance of efforts within the past five (5) years. Relevant past performance includes performance of efforts involving portable toilet rental and services that involve similar scope and magnitude of required effort. This includes, but is not limited to:

Number of rented and serviced regular or Americans with Disabilities Act compliant facilities

Geographical location Security Requirements (restricted access)

The purpose of the past performance evaluation is to allow the government to assess the offeror’s probability of meeting the solicitation requirements based on the offeror’s demonstrated past performance.

The evaluation process will result in an overall past performance evaluation rating of Substantial Confidence, Satisfactory Confidence, Neutral Confidence, Limited Confidence, or No Confidence as defined in the table below.

Table 1. Past Performance Evaluation Rating Method

Adjectival 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.

Neutral Confidence 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.

The offeror may not be evaluated favorably or unfavorably on the factor of past performance.

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.

Past performance regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement will not be rated as highly as past performance information for the principal offeror. Offerors with no recent/relevant performance history or if the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned shall receive the rating "Neutral Confidence," meaning the rating is treated neither favorably nor unfavorably.

In evaluating past performance, the government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this solicitation. The following table describes past performance relevancy ratings.

Table 2. Past Performance Relevancy Ratings

Adjectival Rating Description

Very Relevant

Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

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

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

If the lowest priced evaluated offer is judged to have a “Substantial Confidence” performance rating, that offer represents the best value to the government and the evaluation process stops at that point. Award shall be made to that offeror without further consideration of other offers.

If the lowest priced offeror is not judged to have a “Substantial Confidence” performance rating, the next lowest priced offeror will be evaluated, and the process will continue (in order by price) until an offeror is judged to have a “Substantial

Confidence” performance rating or until all offerors are evaluated. The Government shall then make an integrated assessment best value award decision considering a trade-off between Past Performance and Price to determine the best value for the government.

Offerors are cautioned to submit sufficient information, and in the format specified in the preparation instructions, to permit a meaningful evaluation of past performance. Offerors may be asked to make clear certain aspects of their quote or respond to adverse past performance information to which the offeror has not previously had an opportunity to respond. Adverse past performance is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comments received from sources without a formal rating system. Communication conducted to resolve minor or clerical errors will not constitute interchanges and the contracting officer reserves the right to award a contract without the opportunity for revision.

The Government intends to make award based on the initial proposal submissions without conducting interchanges. However, the Government reserves the right to hold interchanges using Interchange Notices (INs) if, during the evaluation, it is determined to be in the best interest of the Government. Offeror responses to INs will be considered in making the award decision. The Government may conduct Interchanges with one, some, none, or all Vendors at its discretion.

(xiii) If the Offeror has not completed their annual representations and certifications

Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its offer (see Attachment 2).

(xiv) The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.

(xv) The clause at 52.212-5, Contract Terms and Conditions Required to Implement

Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition (see Attachment 2).

(xvi) Defense Priorities and Allocations System (DPAS) and assigned rating: N/A

(xvii) Wage Determination (Service): Labor Standards (formerly Service Contract Act

(SCA)) are included in this solicitation. Please see Attachment 3.

(xviii) Response to this combined synopsis/solicitation must be received via email by 8 May 2025, no later than 1400 Eastern Standard Time. Quotes must be emailed electronically to patrick.thomas.30@us.af.mil. The solicitation number (FA441825Q0025), and the name of the offeror must be in the subject line. Emails with a time stamp after the solicitation has closed will be late quotes and will be processed in accordance with FAR 52.212-1(f).

Please note that .zip files are not an acceptable format for the Air Force Network and will not go through our email system. Offerors are advised emails exceeding 10M in size or containing a single document exceeding 3M may be blocked by government computing systems and will not be received. Offerors are allowed so submit multiple emails in order to submit all required documents in response to the solicitation.

All companies must be registered in the System for Award Management at https://www.sam.gov to be considered for award. The Government will not provide contract financing for this acquisition. Invoice instruction shall be provided at time of award.

(xix) For information regarding the solicitation, please contact SSgt Patrick Thomas, Contract Specialist, at patrick.thomas.30@us.af.mil // (843) 963-4485.

(xx) List of Attachments:

Attachment 1 - Request for Quote (RFQ) Pricing Sheet Attachment 2 - Provisions and Clauses Attachment 3 - WD 2015 - 4427 Rev 29 dated 23 Dec 2024 Attachment 4 - Performance Work Statement Attachment 5 - FORM 111, Joint Base Charleston Base Access Worksheet