Attachment_1_-_Instructions_to_Offerors_revised_24JUL18.pdf

RFQ FA8003-18-R-0004

Attachment 1 – Instructions to Offerors

INSTRUCTIONS TO OFFERORS

1. General Information

1.1. The Air Force (AF) anticipates awarding up to 10 small business set-aside agreements via

GSA Schedule 71 – Furniture, specifically SIN 711 17 – Multiple Seating and SIN 711 – 18 Multipurpose Seating for the Seating II Program. This program will support AF installations, including Air Force Reserve Command/Air National Guard and United States Army Corp of Engineers (USACE), within CONUS, optional for Alaska and Hawaii. All terms and conditions of the Contractor’s GSA schedule shall be applicable to the terms of this program.

Finalized Blanket Purchase Agreements will contain the following attachments at award:

Attachment 3 – BPA Terms and Conditions, Attachment 5 – Pricing Matrix, Attachment 6

– Quarterly Reporting CDRL.

1.2. The Contractor shall provide pricing for all items listed in Attachment 5 – Pricing Matrix.

Failure to provide pricing for all items will render the Contractor’s quote incomplete and therefore unacceptable.

1.3. Pricing submitted under this RFQ shall be Not-To-Exceed (NTE) pricing, which will include unit cost for the quoted seating, and not separately priced (NSP) data reporting (Attachment 6 – Quarterly Reporting CDRL). Shipping, installation, assembly, and removal will be priced separately at the Call/Order level. Please note that Government Purchase Card (GPC) transactions are expected to be a majority of sales. The awarded BPAs and pricing will be subject to annual reviews IAW FAR 8.405-3(e).

1.4. Contractors shall submit: (1) a cover letter; (2) Attachment 4 – Requirements Matrix; (3) substantiated data file; and (4) Attachment 5 – Pricing Matrix.

Attachment 4 – Requirements Matrix and Attachment 5 – Pricing Matrix shall be in two separate Microsoft Excel 2013 files or compatible versions. All Microsoft Excel attachments shall be submitted in the same Microsoft Excel format in which they are provided in this RFQ. Contractor shall not modify any formulas or include any formulas or links beyond what is included in the provided format.

All substantiating documentation of technical requirements identified in Section 2 herein and cover letter shall be submitted in a single PDF. When creating PDFs, Contractor shall create the file to enable textual search and copy functions.

All requested documentation shall be submitted via a single CD-R or DVD-R (flash drives will not be accepted). If submitted CD-Rs or DVD-Rs are unreadable/corrupt files, the Government may request new CD-Rs or DVD-Rs. Failure to follow the quote instructions contained herein may render the Contractor’s quote unacceptable.

Contractors shall submit quotations to the following address:

771st Enterprise Sourcing Squadron

ATTN: Mr. Mark Voorhis/Ms. Angela Hampton 1940 Allbrook Drive, Bldg 1, Suite 300

Wright-Patterson AFB, OH 45433

Note: The outside of the envelope/container must be marked as follows:

GSA RFQ: FA8003-18-R-0004

“Quote Enclosed”

2. Quotation Contents: A response to this RFQ shall consist of:

2.1. Cover Letter. Cover letter shall indicate point of contact information (name, address, email, and phone number), as well as Contractor’s GSA contract number, schedule number, and expiration date; and business CAGE code and DUNS. Within the cover letter, include statements that certify the following: (1) the contractor can meet the data reporting requirements outlined in Attachment 6 – Quarterly Reporting CDRL; (2) the quote submitted is firm for 180 calendar days; (3) the contractor accepts the Terms and Conditions detailed in Attachment 8 – Model BPA to include all clauses/provisions and Attachment 3 – Terms and Conditions; and (4) Contractor can meet or surpass the minimum production capacity per month listed in Table 1.1, Attachment 2 – Evaluation Criteria, for this BPA. Cover letter shall be signed by an authorized representative.

2.2. Attachment 4 – Requirements Matrix

2.2.1. Technical Requirements. Within Attachment 4 – Requirements Matrix, there are

10 tabs. 9 of the tabs are to be filled out, minus the instructions. Within each of these tabs, there are various requirements. Do not duplicate the same product for multiple seating categories (i.e. the same chair cannot be submitted within the task category if it was already submitted in the executive category). For each technical requirement, confirm your company’s ability to meet 100% of the stated requirements by selecting from the options shown in Column C (“Meets” or “Does Not Meet”). For each of the 8 Chair Fabric subcategory tabs, input the name of your chair in cell C3, and the SKU of your chair in cell C4 on each tab. The below cells in Column C are colored white until a selection is made, after which the cell will turn either green for “Meets” or red for “Does Not Meet.” Respond to each requirement completely and accurately. If your company cannot meet specific sizes or options, you do not meet the requirement.

Column D, “Location of Substantiating Documentation/Discussion,” is to have the page number and section of the PDF indicating how the proposed solution meets the technical acceptance along with any other supporting discussion. All technical requirements require a substantiating document reference. Teaming is allowed for this acquisition, but not required. The proposed teaming arrangement must ensure compliance with the nonmanufacturer rule. If teaming will be used to fulfill the requirement, please note that in Column D, and state the company with which the teaming arrangement is being established, along with that company’s CAGE code.

Contractors must complete all columns.

2.2.2. Substantiating Documentation

2.2.2.1. Contractor shall include substantiating documentation for Flammability, BIFMA testing, and environmental standards as required by Attachment 4 – Requirements Matrix. All technical requirements require a substantiating document reference. All substantiating data shall be combined into one searchable PDF. Be as concise and exact as possible, and provide no more than 10 pages per fabric subcategory of documentation. Each individual requirement identified in Column D of Attachment 4 – Requirements Matrix shall identify the specific location of the substantiating documentation used (i.e., Page Y, Section Z). Examples of substantiating documentation may include, but are not limited to, an excerpt from a brochure, engineering drawing, specifications sheet, or a catalog cut sheet. Definition of fabric subcategory is found in section 3 of this document.

2.3. Pricing Matrix

2.3.1. Contractors shall follow the instructions outlined in Attachment 5 – Pricing Matrix for the purpose of completing the Pricing Matrix.

2.3.2. The AF requests the Contractor’s best available pricing (below current GSA max volume pricing). Prices at or above GSA schedule prices shall be considered unreasonable and shall be cause for finding a Contractor’s quote unacceptable.

3. Definitions

For the purpose of this RFQ, the following terms will be used:

771st: AFICA’s 771st Enterprise Sourcing Squadron

ACT: Association for Contract Textiles

AF: Air Force

AFICA: Air Force Installation Contracting Agency

ANSI: American National Standards Institute

ASTM: American Society of Testing and Materials

BPAs: Blanket Purchase Agreements

BIFMA: Business and Institutional Furniture Manufacturer’s Association

CAGE: Commercial and Government Entity

Call or Call Level: A Call is a funded order and the Call Level is the AF base (authorized) Contracting Officer or GPC Holder placing the order.

CD-R: Compact Disc-Recordable

Conference Room Category: Second level of Seating when pertaining to options and a degree of comfort. This seating category will be used to furnish conference rooms and other secondary work locations.

CO: Contracting Officer

Contractors: active GSA Schedule Holders

CONUS: Contiguous United States, or the lower 48 states

Coordinating/Matching: Series or family of chairs that are of the same construction design or style

DUNS Number: Dun and Bradstreet 9 digit identification number identifying company

DVD-R: Digital Versatile Disc Recordable

Engineering Drawing: A type of technical drawing that is used to fully and clearly define the fabrication of an item using pictorial references, dimensions, tolerances, and descriptions regarding materials and finishes used.

Executive Category: Intended for executive office seating. It will offer a high level of comfort and upholstered fabric and leather options.

Fabric Subcategory: 6 in total as found within both the Attachment 4 – Requirements Matrix and the Attachment 5 – Pricing Matrix, these are the fabric combinations such as MU (Mesh- Upholstery) and UU (Upholstery-Upholstery) within the primary categories of Task, Conference Room, and Guest/Side chair.

F.O.B. Destination: Free on board at destination; i.e., the seller or consignor delivers the goods on seller’s or consignor’s conveyance at destination. Unless the contract provides otherwise, the seller or consignor is responsible for the cost of shipping and risk of loss. See FAR 2.101.

FAR: Federal Acquisition Regulation

FSS: Federal Supply Schedule

GPC: Government Purchase Card

GSA: General Services Administration

Guest/Side Chair Category: Secondary seating in offices, cubicles, and conference rooms.

IAW: In Accordance With

MAS: Multiple Award Schedule

NAICS: North American Industry Classification System

NLT: No Later Than

NMR: Non-manufacturer Rule

NTE: Not-To-Exceed

PDF: Portable Document Format

POC: Point of Contact

RFQ: Request for Quote

SIN: Special Item Number

Structural Components: Base column of the chair and base of the arms

Task Category: Intended for primary desk seating. It will offer a high level of comfort and upholstered fabric and faux-leather/vinyl options.

TEP: Total Evaluated Price

UFAC: Upholstered Furniture Action Council

USAF: United States Air Force

WAWF: Wide Area Work Flow