Enclosure_3_-_Quotation_Instructions.pdf

HSHQDC-16-Q-00410

Enclosure 3 / Quotation Instructions and Evaluation Factors for Award

QUOTATION INSTRUCTIONS AND EVALUATION FACTORS FOR AWARD

RESEARCH, ANALYSIS, SPECIAL STUDIES, AND

EXECUTIVE-LEVEL STRATEGIC PLANNING SUPPORT

Quotation Preparation

The Quoter shall submit one (1) e-mail quotation to the Contract Specialist by the designated due date. The required information shall be submitted in two (2) volumes: I) Technical Volume and II) Price Volume.

VOLUME I: TECHNICAL VOLUME

The Technical Volume shall not exceed twenty-five (25) pages, excluding the resumes of Key Personnel, past performance citations, a cover letter, a title page, and the table of contents.

Information that exceeds the page limitation will not be considered. The Price Volume has no set page limitation. With the exception of titles and headings, quotations should be in a type size no smaller than twelve (12) point font.

The Quoter shall demonstrate an understanding of the requirement and the ability to successfully perform the effort as stated in the statement of work (SOW) by addressing the evaluation criteria shown in this enclosure.

Technical Volume Content: The Technical Volume shall contain the following information:

1. TECHNICAL APPROACH AND UNDERSTANDING (Factor 1)

The Quoter must define their technical approach and understanding that satisfies the requirements defined in the SOW. The Quoter’s technical approach and understanding should include the following: 1) discussion of the background, objectives, and work requirements of the SOW; 2) discussion of proposed methods and techniques for completing each task; 3) discussion which supports how each task will be evaluated for full performance and acceptability of work from the Quoter’s perspective; 4) discussion of any anticipated major difficulties and problem areas, along with potential recommended approaches for their resolution; and 5) discussion of major logistical considerations.

2. MANAGEMENT APPROACH AND CAPABILITIES (Factor 2)

The quoter’s management approach and capabilities shall include information that is simple, easy to read and clearly describes project personnel and responsibilities, any proposed subcontracting arrangements, communication and coordination plans, schedules of all tasks and subtasks, meetings, and deliverables. The quoter’s labor mix required to conduct the tasks and produce any deliverables must be identified.

The quoter’s management approach shall include the company’s contingency and continuity of operations plans in the event of a natural or manmade disaster that may disrupt service capabilities.

The quoter’s management approach shall include all key personnel and a description of the firm’s current personnel resources. The personnel portion of your quote shall include:

A. Resumes with a description of the experience and capability for the key personnel proposed for your project. Descriptions shall address such items as the individual’s background, education, work experience and accomplishments. Show the knowledge that the personnel have gained through completed and ongoing efforts that are similar in nature to this effort. Each resume should be limited to three (3) pages and;

B. A staffing plan with a description of the quoter’s current personnel resources for this activity, which addresses the quoter’s capabilities and experience relating to the SOW.

3. PAST PERFORMANCE (Factor 3)

Past performance may cite federal, state, local government, or commercial sources, or not-for-profit sources, and should highlight the company’s key role in the past performance being documented. This information shall consist of a one (1) page introductory matrix listing the Quoter and its critical subcontractors’ past performance references. The Quoter shall provide a minimum of three (3) references. In addition, the Quoter may submit a minimum of three (3) references for subcontractors who are expected to perform aspects of this effort that the Quoter considers critical to overall successful performance. If an offeror has only one or two relevant past performance contracts, the Government will evaluate past performance on the basis of these projects if, in the Government’s judgment, they indicate the extent to which past performance demonstrates the likelihood of successful performance. If a Quoter does not have any relevant past performance, the past performance rating will be neutral. The Quoter should include rationale supporting the assertion of relevance for each reference. These references should also be from different contracts. To be considered, past performance data may not be older than three (3) years from the date of the quotation, and may include active contracts. Furthermore, Quoters should include a list of all relevant DHS on-going contracts or contracts completed for the specified period.

Past performance references shall be as a prime contractor or first-tier subcontractor on previous or current projects/tasks that are similar in size, scope, and complexity to the work identified in the SOW. Past performance does not necessarily have to be Government-related, but it is important to demonstrate and provide evidence of past performance for work similar in size, scope and complexity to that described in the RFQ. The Quoter is required to clearly demonstrate management actions implemented to overcome problems and the effects of those actions in terms of improvements achieved or problems solved. Evidence of performance-based methodologies in past performance shall be provided where available.

Quoters shall forward the Past Performance Questionnaires, Enclosure 5, to the Quoter’s references. The references shall forward their completed questionnaires to the Contract Specialist, and not back to the Quoter. The questionnaires shall be delivered via e-mail directly from the Quoter’s references to Mr. Christopher Carroll, the Contract Specialist, at Christopher.Carroll@hq.dhs.gov by 10:00 AM EST on August 29, 2016.

For each reference, please provide:

a. Reference Name (Company or Entity)

b. Program Title

c. Contracting Agency/Private Company

d. Contract Number/Task Order Number (if applicable)

e. Brief description of the contract effort, including results and successes

f. Type of Contract

g. Period of Performance

h. Original contract dollar value and current or actual dollar value

i. Actual completion date

The Government also reserves the right to use publicly available reports and data from the Contractor Performance Assessment Reporting System (CPARS) found on the web at http://www.cpars.gov. The Government may also use present and/or past performance data obtained from a variety of sources, not just those contracts identified by the Quoter.

VOLUME II: PRICE VOLUME

NOTICE TO QUOTERS: It is imperative that Quoters adhere to the price volume instructions set forth below. Failure to comply with the instructions may result in the rejection of the Quoter’s quotation by the Government.

The Government has provided an estimated Travel & Other Direct Costs (ODC) budget for this requirement. These amounts have been inserted into the Price Schedule and will serve as the evaluated ODC for the Task Order. The Quoter shall complete the Price Schedule, Enclosure 2, and submit it with their quotation.

Pricing shall be on a firm fixed price (FFP) basis, excluding the Surge CLIN, which will be labor-hour. The Price Quotation shall include the following information (no page limitation):

1. Complete the pricing schedule that is provided in Enclosure 2 of the solicitation.

2. The sum total of the CLIN breakdown shall equal the CLIN price.

3. Identification of any price reductions or discounts you may offer.

4. Identify Data Universal Numbering System (DUNS) number.

5. One (1) copy of your GSA MOBIS Pricelist/Schedule contract.

6. All proposed labor categories and ODCs must be on the Quoter’s GSA MOBIS schedule contract and must be priced at or lower than the schedule price.

7. There will be no allowance for local travel under this Task Order.

mailto:Christopher.Carroll@hq.dhs.gov

Discussion of your GSA MOBIS contract that includes the following information:

1. Does your current GSA MOBIS contract cover the period of performance of the Task Order?

Discounts or reductions of the negotiated GSA MOBIS schedule rates must be clearly identified and are strongly encouraged.

Any subcontractor(s) and/or consultants should be proposed as follows:

a. Identify the nature of the relationship that exists.

b. If a Prime Contractor/ Subcontractor arrangement is proposed, the following procedures will be implemented:

1. Only the prime contractor must have a GSA MOBIS contract

2. The prime contractor cannot delegate the responsibility for performance to subcontractors.

3. Only the prime contractor has privity of contract with the Government and can interact with the government. The prime contractor is responsible for its subcontracting activities.

4. The ordering activity is invoiced in accordance with the prime contractor's GSA MOBIS contract, including any applicable price reductions.

5. The prime contractor is limited to the supplies and/or services awarded on its GSA MOBIS contract.

6. The use of subcontractors requires prior approval by the ordering activities.

If needed, the Government intends to exercise the option(s) under FAR 52.217-8 without further competition or need for justification for other than full or open competition (or limited source justification or sole source justification). For purposes of evaluation, the potential need to exercise the option under FAR 52.217-8 to extend the period of contract performance for the maximum period of six (6) months will be considered the same for all Quoters. In considering the price of the Base Period and any Option Periods, the Government will consider that if the extension of service clause (FAR 52.217-8) is exercised, it will be on the exact same rates and terms, other than length of performance, as the Base or Option Period being extended.

EVALUATION FACTORS AND BASIS FOR AWARD

In awarding the proposed Task Order, DHS will select the Quoter who represents the overall best value to the Government. Quoters are advised that a quotation meeting solicitation requirements with the lowest price may not be selected if award to a higher priced offer is determined to be most advantageous to the Government. All quotations will be evaluated for compliance with the terms, conditions, and requirements set forth in the solicitation. In addition, the Government intends to evaluate quotations and award a Task Order without discussions with the Quoter.

However, the Contracting Officer reserves the right to conduct discussions when appropriate.

Therefore, the initial quotation should contain the Quoter’s best offer to the Government.

For the purposes of evaluating the quotations and the selection of the contractor, the combined relative merit of Quoter’s all non-price factors applicable to the Quoter as evaluated in accordance with the evaluation factors listed herein shall be considered significantly more important than the price. While price will not be a rated factor, it is a criterion in the overall evaluation of Quoters’ quotations. Proposed price will be evaluated to determine whether it is reasonable for the conduct of the proposed Task Order. The factors listed below will be utilized to determine the selection of a contractor who offers the best value to the Government.

Evaluation Factors:

FACTOR 1: Technical Approach

The Quoter must effectively demonstrate a knowledge, understanding, and technical ability to successfully perform the requirements of the SOW. Additionally, the appropriateness, soundness and reasonableness of the quoter’s problem resolution approach and logistic considerations will be assessed.

FACTOR 2: Management Approach

The demonstrated effectiveness of the quoter’s general management approach to providing personnel and all requirements of the SOW will be reviewed, as well as the plan for the contingency and continuity of operations, staffing plan, and proposed key personnel.

FACTOR 3: Past Performance

The Quoter will be evaluated based upon the extent to which the Quoter or its subcontractors performance demonstrates the likelihood of successful performance in providing requirements similar in size, scope and complexity of this solicitation. The Government may choose to evaluate publicly available reports and/or data from the Contractor Performance Assessment Reporting System (CPARS). The Government may use present and/or past performance data obtained from a variety of sources, not just those contracts identified by the Quoter. The information gathered for past performance may also be used in the responsibility determination.

The Government will review all past performance data submitted with the quotation and may contact all of the referenced companies/organizations and others to verify past performance information. If a Quoter does not have any relevant past performance, the past performance rating will be neutral.

FACTOR 4: Price/Cost (Non-Rated)

Price/cost will not be a rated factor; it is a criterion in the overall evaluation of the Quoter’s quotation. Proposed price will be evaluated to determine whether it is reasonable for the conduct of the proposed Task Order. The evaluation will also include the proposed level of effort and labor mix.

Ranking of Factors and Basis for Award

Factor 1 is the most important factor.

Factor 2 is less important than Factor 1.

Factor 3 is less important than Factor 2.

Combined together, the non-price factors of Technical Approach and Understanding, Management Approach and Capabilities, and Past Performance are significantly more important than Price/Cost.

As quotations near equality in their technical merit, greater will be the importance of price/cost in making the award determination. In the event that two (2) or more quotations are determined not to have any substantial technical differences (i.e. are technically equal), award may be made to the lower priced quotation. It should be noted that award may be made to other than the lowest priced quotation if the Government determines that a price premium is warranted due to technical merit. The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted.