Instruction to Offerors (Final).pdf

INSTRUCTIONS TO OFFERORS

1. INTENT

The intent of this Request for Quotation (RFQ) is to award one Firm-Fixed Price contract for

Janitorial Services at the Recruitment Office in Beeville, Texas (TX).

2. BASIS OF AWARD

Award will be made to the Lowest Priced Offeror that meets the requirements as laid out in this

RFQ and is determined to be responsible by the Contracting Officer. The Government intends to award without entering negotiations; however, reserves the right to negotiate with an offeror(s).

3. SITE VISIT

As indicated in FAR Provision 52.237-1 SITE VISIT (APR 1984), individual site visits are available for this project. Note: Prospective contractors are strongly encouraged to visit the project site prior to preparing and submitting any quote. To schedule a site visit, please contact:

POC: Staff Sergeant (SSgt) Austin McDaniel

404 East F-M 351

Beeville, Texas 78102

Telephone (361) 563-8054

4. GENERAL

a. This procurement is 100% set-aside for 8(a) firms. It is being procured as Firm-Fixed Price

(FFP) under Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Products and Commercial Services.

b. The associated North American Industry Classification System (NAICS) Code is 561720 –

Janitorial Services which has a small business size standard of $22 million in average annual receipts. Please note: the business size in SAM is determined by the NAICS code. If the vendor size is not listed correctly for a particular NAICS code in SAM, the business will be considered other than a small business.

c. All offerors are reminded to complete all FAR and DFARS provisions related to

Representations and Certifications. An offeror may complete the certifications at https://www.sam.gov in lieu of completing and submitting the representations and certifications contained in this solicitation provided that all FAR and DFARS certifications contained in the solicitation has been completed online.

d. Remember to fill in and sign the Standard Form (SF) 1449 from the front of the Solicitation, before submission.

e. Customary commercial practices for warranty requirements are applicable for this acquisition.

f. Offerors are advised that this requirement may be delayed, cancelled, or revised at any time during the solicitation, selection, evaluation, negotiation and/or final award process.

5. REGISTRATION IN SAM

a. The System for Award Management (SAM) is the Government’s online database of federal contractors. Contractors self-register in SAM at the website www.sam.gov. Registration is free to all users.

b. Effective September 26, 2018, and in accordance with FAR Provision 52.204-7 SYSTEM

FOR AWARD MANAGEMENT, “An Offeror is required to be registered in SAM.gov when submitting an offer or quotation and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic performance, basic ordering agreement, or blanket purchasing agreement resulting from this Solicitation.”

Vendors are highly encouraged to check their registration status and plan accordingly prior to submitting a quote.

c. Please note: SAM requires new and updated accounts to be accompanied by a notarized letter appointing the authorized Entity Administrator for their SAM account(s). Acceptance of the letter and subsequent approval of SAM registration can take up to two months. Offerors who are not currently registered in SAM are encouraged to start the registration process as soon as possible to ensure it is complete prior to any proposal submission. In addition, ensure your SAM account indicates your firm is eligible for “All Awards”.

d. See FAR Provision 52.204-7 for more information.

6. REQUESTS FOR INFORMATION/OFFEROR INQUIRY

Questions/Inquiries. All questions pertaining to this requirement shall be submitted in writing no later than five calendar days after the solicitation posting date and time. The offeror shall put the solicitation number (W9126G26QA083) followed by QUESTIONS in the subject line of the email. All questions received after the above date and time may not be answered.

Questions shall be submitted to Demetrius Brooks, Contract Specialist at

Demetrius.d.brooks@usace.army.mil, Christopher Preston II, Contracting Officer at

Christopher.r.preston@usace.army.mil.

Once all inquiries are compiled and addressed, the questions and answers will be posted as an update to the solicitation. Questions and answers changing the requirement will be generated as an amendment and posted as an update to the solicitation for all interested parties to view/acknowledge to be sent in with their submission prior to the closing date. If additional time is needed for submission, an extension will be executed via an amendment.

7. SUBMISSION OF QUOTES:

a. GENERAL QUOTE SUBMISSION REQUIREMENTS. ELECTRONIC QUOTES. In an effort to reduce paperwork and costs, ALL RESPONSES TO THIS ANNOUNCEMENT SHALL

BE SUBMITTED ELECTRONICALLY. Hand carried delivery or USPS/UPS/FedEx delivery of hard copies and/or CDROMs are not authorized. Facsimile submission is not authorized. Submit all documents to the following via email:

Contracting Officer: Christopher Preston II at Christopher.r.preston@usace.army.mil

Contract Specialist: Demetrius Brooks at Demetrius.d.brooks@usace.army.mil

b. It is the Offeror’s responsibility to obtain written confirmation of receipt of all electronic files by the Contracting office. Include the Solicitation No. W9126G26QA083 in the email subject line. Please note: Attachments over 25MB may not transmit through email and larger attachments may take additional time to transmit.

c. At a minimum, the quote shall include a completely signed SF 1449, complete Bid Schedule

Beeville attachment, and a completed company information sheet (detailed in section g.). Each

Contract Line-Item Number (CLIN) included in the Pricing Schedule shall include all costs associated with the requirement under each CLIN. Failure to submit a complete package as outlined in this paragraph will determine the quote to be nonresponsive.

d. Quotes shall be received by the date and time as indicated in this RFQ.

e. Failure to include all required information may cause the quote to be considered non-responsive and not considered further for award.

f. Failure to comply with the included instructions may result in an offeror not being eligible for award.

g. COMPANY INFORMATION SHEET: The Offeror shall submit a completed Company

Information Sheet to include percentage planned for self performance. Please note, FAR clause

52.219-14 Limitations on Subcontracting applies to this requirement. Also note, the contractor assumes all responsibility to perform the requirements as laid out in the scope of work. If subcontracting any or part of the work, offerors shall indicate the planned subcontracting entities, list UEI/Cage Codes, and percentage planned for each subcontracted firm (not applicable if self-performing at 100%).

h. RECEIPT OF SUBMISSIONS: For the purposes of establishing whether a quote submission is considered timely, the government considers the date and time the submission is received by the Government. Do not assume that electronic communication is instantaneous. Submissions after the deadline will be considered “late” and will be processed in accordance with FAR

15.208.

8. AMENDMENTS

Acknowledgement of each amendment must be made by returning a signed copy of the amendment by the time set for receipt of quotes to the personnel identified in 6 and 7 above. Oral explanations or instructions given in a form other than an amendment to the solicitation shall not be binding. For security reasons; all potential Offerors, plan rooms and printing companies are required to register in SAM at www.sam.gov.