FA441825Q0029 Combined Synopsis Solicitation.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES

Hoods & Ducts Inspection and Cleaning Services

FA441825Q0029

(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; proposals are being requested, and a written solicitation will not be issued.

(ii) The combined synopsis/solicitation number is FA441825Q0029 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 561790 – Other Services to Buildings and Dwellings with a size standard of $9 million.

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

Statement (PWS) and this solicitation Attachment 1 Request for Quote Pricing Sheet to clean and inspect kitchen hood and duct exhaust systems. A Firm Fixed Price Contract is contemplated.

(vi) The contractor shall provide complete hood and duct exhaust system cleaning and inspection services. This includes inspection and cleaning of all system components, from intake to exhaust, which includes, but is not limited to: filters, hood interior and exterior surfaces, ductwork, and exhaust fans.

(vii) Place of Performance: Joint Base Charleston – Weapons Station (JB CHS - WS) and

Joint Base Charleston - Air Base (JB CHS - AB) in South Carolina.

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

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

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 22 May 2025 at 0900 EST. No other Site Visit opportunities will be available. Attendees shall be interested vendors only. Vendors interested in https://www.acquisition.gov/far/subpart-12.6#FAR_Subpart_12_6 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 to Stephanie Woods, Contract Specialist, stephanie.woods.7@us.af.mil no later than 19 May 2025 by 1230 EST. Upon registration, Vendors will receive meeting location and itinerary information for the Site Visit.

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 1000 EST, 26 May 2025. The decision whether to respond to questions and requests for clarification made after 1000 EST, 26 May 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 stephanie.woods.7@us.af.mil.

This solicitation consists of the following documents:

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 2 May 2025 Attachment 5 – Air Base Locations Attachment 6 – Weapons Station Locations Attachment 7 – Images by Facility

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 noncompliance with the terms and conditions of the RFQ may cause their quote to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require "fill in" information are appropriately completed.

6) Signature of authorized agent and contact information.

PART II - PRICE - Submit one (1) electronic copy of the completed Attachment 1

– Request for Quote (RFQ) Pricing Sheet (electronic copies must be compatible with Microsoft Excel).

mailto:stephanie.woods.7@us.af.mil

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 attachment shall be rounded to the nearest cent.

Vendors are advised the Government has included “Optional” priced hoods and ducts services. The Option priced hoods and ducts are for Government evaluation in the event the units are added to the intended contract in the future and will not be included in the initial award.

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

PART III – 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. 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 a copy of the PWS associated with the work.

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.

(ix) 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) PRICE

2) 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 agrees 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:

Factor 1: Price Evaluation. Offerors 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 “Core Requirement Facilities” values for the base year, and each option period, as identified on the “Summary” tab in Attachment 1.

The 6-month extension of services is IAW FAR 52.217-8, "Option to Extend Services" and will only be utilized if necessary. During the price evaluation, proposed pricing for the 6-month extension will be evaluated for price reasonableness, by extension based on the evaluation of the base and each option year’s pricing. If exercised, the proposed pricing for the 6-month extension will be based on the 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 based on (1) the references provided by the offeror and (2) data independently obtained 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 similar scope and magnitude of the required effort. This includes, but is not limited to:

• Number of facilities serviced

• 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 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” rating, then that offer represents the best value for the government and the evaluation process stops at this point. Award shall be made to that offeror without further consideration of any other offers.

If the lowest priced offeror is not judged to have a “Substantial Confidence” 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” 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.

(x) If Offerors have not completed their annual representations and certifications on SAM.gov, 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).

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

(xii) 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).

(xiii) Reserved

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

(xv) Response to this combined synopsis/solicitation must be received via email by 12 June 2025, no later than 1130 Eastern Standard Time. Quotes must be emailed electronically to stephanie.woods.7@us.af.mil. The solicitation number, FA441825Q0029, 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.

(xvi) For information regarding the solicitation, please contact Mrs. Stephanie Woods, Contract Specialist, at stephanie.woods.7@us.af.mil // (843) 963-4502.