Instruction to Offerors.pdf

ADDENDUM TO PROVISION 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERICAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2026)

(a) Submission of offers. The offeror shall submit signed and dated offers to Ms. Valerie Peek via email at valerie.a.peek.civ@army.mil no later than Friday, May 29, 2026, at 11:00 AM EST. Only electronic submissions will be accepted. Offers shall be submitted in the format as specified below. As a minimum, offers must show --

(1) The solicitation number;

(2) The name, address, and telephone number of the offeror;

(3) “Remit to” address, if different than mailing address;

(4) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(5) Acknowledgment of Solicitation Amendments.

(6) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(7) Technical, Past Performance, and Price Volumes;

(a) Proposal Preparation Instructions. Offeror’s proposal shall consist of the following three (3) volumes.

i. Volume I: Technical

ii. Volume II: Past Performance

iii. Volume III: Price

(b) Volume I – Technical. The technical proposal shall define the policies and procedures for the overall management and execution of the requirements of the contract to ensure quality, efficiency, and timeliness.

The technical proposal should be practical and be prepared simply and economically, providing straightforward, concise delineation of what the offeror will do to satisfy the statement of objectives and performance requirements schedule of the contract. The technical volume shall also provide the following information:

i. Statement of Understanding. The offeror shall submit a brief statement that demonstrates that he/she understands the performance requirements as set forth in the PWS. The brief statement cannot be a repeat or mere summary of the materials provided in the PWS, but rather the offeror’s statement of his understanding of the detailed work.

ii. Plan of Action. The offeror shall present a plan of action which describes the methodology the contractor will apply for accomplishing the work to be performed. This shall include details of the staffing plan as well as the phase-in plan.

iii. Management Capability. Submit a management plan that briefly explains how the team is organized to respond to the needs described for the services. The offeror should identify the overall effort proposed by the company as it relates to other work in which the company may mailto:valerie.a.peek.civ@army.mil be engaged.

iv. Quality Control Plan (QCP). In the QCP, include a description of how quality, timeliness and budgets shall be tracked and controlled, and the method of interaction and reporting to the Government.

(c) Volume II – Past Performance. Include recent and relevant contracts similar in scope and other references (including contract numbers, client name, total contract amount, description of work performed, references with telephone numbers, email addresses, and other relevant information). May include work performed for federal, state, and local government and commercial firms; and may include work performed as a prime contractor, team member, or subcontractor. An offeror lacking direct relevant past performance and/or experience shall provide citations and discuss projects that nearest approximate the type of work, complexity, size or work that otherwise demonstrates the quality of the work they can provide.

(d) Volume III – Price. Use the Solicitation CLIN to fill out pricing information and include it with offer.

Pricing information will be used to evaluate the completeness, realism, and reasonableness of the cost numbers.

The pricing must include all costs required to manage and perform all outlined tasks identified in the PWS.

(b) Questions. Questions shall be submitted electronically only via email to Ms. Valerie Peek at valerie.a.peek.civ@army.mil no later than Friday, May 8th, 2026, at 11:00 AM EST. If an offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise unsound, the offeror shall immediately notify the KO via email with supporting rationale.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers unless another time period is specified in an addendum to the solicitation.

(d) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified above.

(2) (i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers: or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

mailto:valerie.a.peek.civ@army.mil

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers or oral offer withdrawals are NOT authorized. Facsimile offers are NOT authorized. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award. The Government intends to evaluate offers and award a contract without discussions with offerors.

Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) [Reserved]

(i) Unique Entity ID (UEI). Applies to offers exceeding $3,000 and offers of $3,000 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database. The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “UEI” or “UEI +4” followed by the UEI or UEI+4 number that identifies the offeror’s name and address. The UEI +4 is the UEI number plus a 4-character suffix that may be assigned at the discretion of the offeror to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a UEI number, it should contact Dun and Bradstreet directly to obtain one. An offeror within the United States may contact Dun and Bradstreet by calling 1-866-705- 5711 or via the Internet at http://fedgov.dnb.com/webform. An offeror located outside the United States must contact the local Dun and Bradstreet office for an UEI number. The offeror should indicate that it is an offeror for a Government contract when contacting the local Dun and Bradstreet office.

(j) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.sam.gov.

(k) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer.

https://www.sam.gov/

(2) The overall evaluated cost or price and technical rating of the successful and debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of rationale for award;

(5) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of Provision)

EXHIBIT I – CLIN STRUCTURE & LABOR RATE BREAKDOWN

Special Note: Offerors must submit pricing information as reflected in the table below and submit as part of the offer. Another example will be the Pricing Schedule that will be an attachment. Please provide proof that the company can perform each description.

Refer to 52.212-2 Evaluation – Commercial Products and Commercial Services (Feb 2026) for details on how this pricing information will be evaluated.

CLIN DESCRIPTION QTY UNIT UNIT PRICE

0001 CWT

0002 CWT

0003 CWT

0004 CWT

0005 CWT

ADDENDUM TO PROVISION 52.212-2 EVALUATION--COMMERCIAL PRODUCTS and COMMERICAL SERVICES (Feb 2026

(a) 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 shall be used to evaluate offers:

Evaluation Factors

Technical Capability

Past Performance

Price

(b) Basis for award. This acquisition utilizes FAR Part 13, Simplified Acquisition Procedures. The Government will utilize a Best Value Tradeoff evaluation method for this requirement. The Government intends to award a single contract to the offeror who is deemed responsible in accordance with the FAR, as supplemented, whose offer conforms to all contract requirements, and provides the lowest priced, technically acceptable response to satisfy the requirements. Trade-offs between cost/price and non-cost/price factors are permitted. Technical and past performance, when combined, are approximately equal to price. Responses that fail to address all the requirements set forth in the RFP and PWS will be rejected.

(c) Evaluation Criteria and Factors.

(1) Volume I – Technical Capability. The technical volume will be evaluated based on the following subfactors:

i. Subfactor 1 - Statement of Understanding.

ii. Subfactor 2 - Specifications.

iii. Subfactor 3 - Quality of Services.

The Government will evaluate the offeror’s technical proposal to determine whether it satisfies the requirements of the PWS and is executable as proposed. In order to be considered for award, the offeror must receive an “Acceptable” rating in all of the above subfactors. A determination will be rendered as to whether the technical proposal is evaluated as Acceptable or Unacceptable based on the following table:

Rating Description Acceptable Proposal clearly meets the minimum requirements of the solicitation.

Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation.

(2) Volume II – Past Performance.

The Government will evaluate the offeror’s past performance to determine its relevancy to the requirements of the PWS. In order to be considered for award, the offeror must receive an “Acceptable” rating. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable.” A determination will be rendered as to whether the technical proposal is evaluated as Acceptable or Neutral based on the following table:

Rating Description

Acceptable

Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown. (See note above)

Unacceptable Based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

Neutral Offeror does not have a record of relevant past performance or it is so sparse that no meaningful past performance rating can be reasonably assigned.

(3) Volume III – Price. The Government will evaluate the price proposed for each CLIN and the total contract price proposed based on the pricing information provided using the template in Exhibit I. The Government will evaluate the price for award purposes by adding the base period, option years and comparing the total prices proposed for all of the responses found to be technically acceptable. The offerors with the lowest overall price will be ranked accordingly.

Offerors may be required during the evaluation process to provided sufficient price/cost information that will enable the Government to perform a meaningful evaluation. If an offeror proposes an unusually low price, the offeror should also provide rationale to justify the price.

(d) 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), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)