Instruction_to_Quoters.pdf

Instructions to Quoters (FAR 52.212-1)

Solicitation Number: 140P2125Q0049

Title of Procurement: Facilitated Strategic Planning

Purpose of Solicitation:

The National Park Service – WASO LESES as a requirement for a contractor to provide one (1) on-site facilitated strategic planning workshops will be in the DC region of the NPS. The primary intent of the workshops is focus on intent-based strategic planning for Incident management preparedness based on worst-case All Hazard scenarios. Guide NPS personnel with establishing strategic oversight, develops consensus within the Service regarding the program, establishes program goals, seeks needed funding, prepares standard operating procedures, and improves the overall effectiveness of the program.

Scope of Work:

• The primary goal of this project is to provide one (1) facilitated onsite workshops focusing on Strategic Planning for the National Park Service Incident Management Steering committee.

• The main focus of the Government of the facilitated workshops is to:

• Create a positive work environment during the workshops.

• Recognize the importance of maximizing meeting time, linking the organization’s vision, goals, initiatives and capacity, and achieving visible results.

• Help provide connectivity, maximize participation, ensure all perspectives are heard and addressed, and foster collaboration, effective interactions, and on-going communication that will assist in the development of the Strategic Plan for the DO55 Incident Management Steering Committee as a step-by-step guide in the facilitation process.

• The contractor’s approach to each workshop should include but is not limited to:

• Creation of meaningful meeting agendas

• Facilitation to accomplish established goals and objectives.

• Compile/distribute meeting minutes.

• Capture of action items

• Monitor and motivate accountability.

• Promotion of results and next steps to move forward.

Period of Performance:

The period of performance is from April 9, 2025 to September 30, 2025, with the delivery of one (1) facilitated onsite workshop and necessary preparatory meetings.

Contract Type:

This is a firm fixed priced contract.

Submission Deadline:

Quotes shall be submitted to Tomica_Cooper@nps.gov by March 14, 2025, at 10AM EST on letterhead stationery.

Best Value Determination:

The best value determination will be based on a trade-off analysis. All evaluation factors other than price, when combined are equal to price. Quotes will be evaluated based factors below.

The Government may elect to accept other than the lowest priced quote when the perceived benefits of a higher priced quote merit the price differential.

Criteria from RFQ

Technical Quote:

Quoters shall provide detailed responses to each of the following factors. Quotes will be evaluated based on the extent to which they demonstrate:

Factor 1: Similar Work Performed Across the Full Breadth of Services Factor 2: Key Personnel Factor 3: Technical Approach and Methodology Factor 4: Past Performance

Each technical factor is to be addressed in accordance with the respective section, following the instructions provided in the solicitation.

FACTOR 1 – SIMILAR WORK PERFORMED ACROSS THE FULL BREADTH OF SERVICES

– Response limited to 4 pages Please provide an example(s) of a project, particularly those involving strategic planning for emergency or all hazard services. Explain how you applied organizational development and/or strategic planning expertise using, theories, disciplines, and behavioral sciences as a framework, across the full breadth of services. How did you assess the client’s core challenge and what solution(s) did you recommend and implement? How did your comprehensive understanding and application of these functions contribute to the success of the project and the overall effectiveness of the organization?

Color Rating Definition Blue Exceptional Exceeds specified minimum performance or capability requirements in a way beneficial to the government.

Green Acceptable Meets specified minimum performance or capability requirements.

Yellow

Marginal There is doubt regarding whether an aspect of the quote meets a specified minimum performance or capability requirements, but any such issue is determined correctable.

Red

Unacceptable

Fails to meet specified minimum performance or capability requirements. The quote has one or more deficiencies and is not awardable.

FACTOR 2 – KEY PERSONNEL – Response limited to 4 pages.

Provide the qualifications of the personnel with regard to performing the work of the contract including:

• Years of experience

• Education

• Employment history with the company.

• Type and size of projects they have been actively involved in.

• Professional organizations in which they have membership

• Professional awards received by team members who will participate in proposed project.

• Licenses and certifications related to this contract

• Are the key personnel specialized in specific areas relevant to strategic planning for emergency services? Elaborate on any areas of specialization and how the expertise aligns with the organization's needs?

requirements in a way beneficial to the government.

FACTOR 3 –TECHNICAL APPROACH and METHODOLOGY– Response limited to 4 pages Provide a description addressing the approach to the scope of work. This discussion shall address concerns including:

• Provide a plan for strategic planning for emergency services. How do you plan to lead discussions to achieve desired outcomes?

• Procedures, techniques, and tools to be utilized requirements in a way beneficial to the government.

FACTOR 4 – PAST PERFORMANCE – KNOWLEDGE, EXPERTISE, EXPERIENCE – Narrative limited to 4 pages

The Quoter shall describe previous experience in performing multiple technical projects similar in size and scope (i.e. national, emergency services) to the subject requirements. The Quoter shall provide details of their experience performed within the last five (5) years. For each relevant project/experiences, Quoters shall identify the following:

A. Customer B. Contract Number/Contract Title C. Delivery Schedule/Period of Performance D. Description of the Work Performed, including the value E. Unique or Complex Characteristics of the Project F. Implementation Results G. Relevance to this Requirement

a. An evaluation of quoter's past performance information will be conducted subsequent to the technical evaluation. The quoter must have demonstrated successful operations of similar contract, to include scale and complexity.

b. The evaluation will be based on information obtained from the narratives provided, other relevant past performance information obtained from other sources known to the Government, and any information supplied by the quoter, to include problems encountered on the identified contracts and corrective action taken.

c. The Government will assess the relative risks associated with each quoter. Performance risks are those associated with a quoter's likelihood of success in performing the acquisition requirements as indicated by that quoter's record of past performance.

d. The assessment of performance risk is not intended to be the product of a mechanical or mathematical analysis of a quoter's performance on a list of contracts but rather the product of subjective judgment by the Government after it considers all available and relevant information.

e. When assessing performance risks, the Government will focus on the past performance of the quoter as it relates to all acquisition requirements, such as the quoter's record of performing according to specifications, including standards of good workmanship; the quoter's record of controlling and forecasting costs; the quoter's adherence to contract schedules, including the administrative aspects of performance; the quoter's reputation for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the quoter's business-like concern for the interest of the customer.

f. The Government will consider the currency and relevance of the information, source of the information, context of the data, and general trends in the quoter's performance. The lack of a relevant performance record may result in an unknown performance risk assessment, which will neither be used to the advantage nor disadvantage of the quoter.

g. Note: Contractors submitting offers without past performance will receive a neutral rating.

Blue

Substantial Confidence

Based on the Quoter’s past performance record, the government has a high expectation that the Quoter will successfully perform the required effort.

Green

Satisfactory

Based on the Quoter’s past performance record, the government has an expectation that the Quoter will

Limited

Based on the Quoter’s past performance record, the government has a low expectation that the Quoter will

No Confidence

Based on the Quoter’s past performance record, the government has no expectation that the Quoter will be able to

None

Unknown Confidence

No past performance record is identifiable or the Quoter’s past performance record is so sparse that no confidence assessment rating can be reasonably assigned.

Cost/Price

a. Quoters’ Price/Labor Rates and Price Quote will not be point scored or adjectively rated but will be evaluated on price realism and reasonableness. The price quote will also be used as an aid to determine the Quoter’s understanding of the requirements of the solicitation, price reasonableness, price realism and to assess the validity of the Quoter’s approach to managing and performing the work.

b. Labor Categories –the pricing shall be submitted in a volume separate from the technical quote and broken down based on the quoter proposed price necessary to perform the work identified in the statement of work. Quoters shall submit labor categories and rates. Quoters are required to submit their rates and note for the entire anticipated contract period. This must be an exhaustive list of labor categories to complete any and all work anticipated.

c. The government will evaluate the proposed rates for the labor categories and other direct costs (if applicable) for completeness, realism and reasonableness. The Government will also evaluate cost with regard to the ability of the quoter to meet requirements in terms of skills required, complexity of disciplines and job difficulty, if the Government deems such analysis necessary.