INSTRUCTIONS.docx

INSTRUCTIONS TO OFFERORS

1.0 General Instructions and Notices:

This Request for Quote is a 100% Small Business Set Aside. This section provides guidance for preparation of proposals as well as specific instructions on the format and content of the proposal. The Offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. The proposal shall also be compliant with all requirements as stated in the Performance Work Statement (PWS).

The Government intends to award a single contract to a responsible Offeror after evaluation in accordance with the factors in the solicitation. The Indefinite Delivery Indefinite Quantity (IDIQ) will be firm-fixed price.

The Offeror shall submit documentation illustrating its approach for satisfying the requirements of this solicitation. The proposal must be clear, coherent, and prepared in sufficient detail for effective evaluation of the Offeror’s proposal against the evaluation criteria. This documentation shall cover all aspects of this solicitation.

The Offeror may describe its proposal through the use of graphs, charts, diagrams and narrative in sufficient detail for the Government to understand and evaluate the nature of the approach.

The Government will evaluate only one proposal from the prime Offeror. The Government will not accept alternate proposals.

All proposal information is subject to verification by the Government. Falsification of any proposal submission, documents, or statements may subject the Offeror to civil or criminal prosecution under Section 1001 of Title 18 of the United States Code.

Offerors must comply with FAR 52.204-7, System for Award Management. In complying with this provision, the Offeror must ensure that all representations and certifications contained in this solicitation are completed and uploaded to its SAM record at http://www.sam.gov by the date specified for receipt of proposals.

If the Offeror does not have an active SAM record or has a record that does not include all representations and certifications required in this solicitation, they may be considered ineligible for award.

Any data previously submitted in response to another solicitation to USAMRAA or another agency shall be assumed to be unavailable during this proposal evaluation and source selection process.

The Government will not reimburse the Offeror for costs incurred as a result of preparation and submission of a proposal in response to this solicitation.

1.1 Size Standard

The NAICS code and small business size standard for this acquisition is 541990, with a size standard of $19.5 million.

1.2 Point of Contact

The Contract Specialist, Ms. Kirstin Quinn, is the point of contact for this acquisition. Any questions or concerns regarding this acquisition shall be submitted electronically via email to Kirstin.L.Quinn.civ@health.mil. The Contracting Officer for this requirement is Tonya Kreps, email Tonya.R.Kreps.civ@health.mil.

1.3 Questions Submissions

Offerors who have questions pertaining to the solicitation requirements shall submit questions no later than 26 August 2025 to both the Contract Specialists at Kirstin.L.Quinn.civ@health.mil and the Contracting Officer at Tonya.R.Kreps.civ@health.mil. The Offeror shall submit one set of questions only; multiple e-mails will not be accepted. Questions not submitted electronically will not be answered. Answers to all relevant and appropriate received, follow-up questions will be accepted. These questions will be due 2 days after answers to the first questions are received.

1.4 Proposal Due Date

5 September 2025 at 10:00 A.M.

1.5 Submission of Offerors

The Offeror’s proposal shall be electronically submitted as set forth below. A signed proposal and your non-cost/price proposal shall be submitted in MS Word or searchable PDF format. Failure to submit all documents concurrently and in accordance with these instructions may be a reason to reject the proposal. The Offeror’s proposal shall consist of three (3) separate volumes. The Volumes are:

Volume I Technical Approach Volume II Past Performance Volume III – Price

Files shall not contain classified data. The use of hyperlinks in proposal is prohibited.

1.6 Proposal Content and Format Instructions

The Offeror’s submission shall be submitted electronically and include three (3) separate volumes: a Technical Volume, Past Performance and a Price Volume. Any pages that are changed, as a result of negotiations or proposal revisions, should be of a different color and have changed information clearly marked by a vertical line in the right margin of the page. The revised pages shall be dated.

1.6.1 Proposals shall be single spaced. Each paragraph shall be separated by at least one blank line. A standard, 12-point minimum font size applies. Times New Roman font is required. Tables and illustrations may use a reduced font size no less than 8-point and may be landscape.

1.6.2 Format: The submission shall include a table of contents and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and Request for Proposal (RFP) number in the header and/or footer. A Table of Contents should be created using the Table of Content feature in MS Word. MS Word (doc) files shall use the following page setup parameters:

Margins - Top, Bottom Left, Right - 1" Gutter - 0" From Edge - Header, footer - 0.5" Page Size, Width - 8.5" Page Size, Height - 11"

NOTE: 11x17 Folded pages are acceptable for tables/graphic representations; however, each 11x17 page count as two (2) pages.

1.6.3 Electronic File Packaging: All of the proposal files shall be separate uploads in their native format, i.e. doc, xls, Adobe etc. Files shall be in read-only format. All price breakdown information to aide in the price evaluation shall be submitted in Microsoft Office Excel Read/Write format and viewable in Microsoft Excel 2010. Each file shall be labeled with the volume number, date, and the offeror’s name. Note: Self extracting exe files are not acceptable.

1.6.4 Content Requirement: All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the proposal in a concise manner to permit a complete and accurate evaluation of each proposal. Content shall be indexed (cross-indexed, as appropriate) and logically assembled. Each volume of the proposal shall consist of a Title page, Table of Contents, Summary Section, and the Narrative discussion. The Summary Section shall contain a brief abstract of the file. Proprietary information shall be clearly marked.

The proposal must follow the following page limits:

Volume Number Page Limitation Volume 1 Technical Approach are limited to 15 single-sided pages total No pricing data or pages shall be included in the Technical Proposal.

Volume 2- Past Performance

Volume 3 Provide a detailed pricing sheets for the specified tests

Pages should be numbered consecutively throughout the document and not by sections. For any sections of a proposal with a defined page limit, pages exceeding the specified limit will be removed and not forwarded for evaluation. The following sections are not subject to page limits:

(1) Table of Contents

(2) Title page

(3) Offeror’s POC Cover Page

(4) Resumes and letters of intent for key personnel

The following shall be included in the Narrative discussion:

1.6.4.1 VOLUME I - Technical: The volume shall include the following sections:

1.6.4.2 Technical Approach: The Offeror shall submit a written technical approach which effectively demonstrates:

Offeror’s clear understanding of all the tasks and how the approach is likely to yield the required results within the required time frame.

Offeror’s methodology that will be used in accomplishing any resultant award.

Offeror’s approach to which the technical approach will yield success, and to which manages or reduces (costs, technical or scheduled risk) to the Government.

1.6.4.3 VOLUME 2 - Past Performance: The Offeror shall submit no more than (3) references in performance or awarded during the past three (3) years which are relevant to the efforts required by this solicitation. Offeror shall provide a brief description of contract work and comparability to the proposed effort. Offerors are required to provide a reference point of contact, dollar value of contract and dates of contract performance. It is not sufficient to state that it is similar in magnitude and scope, a rationale must be provided to demonstrate that it is comparable.

Offerors shall describe problems encountered in the performance of similar services and describe how the problems was/were resolved.

1.6.4.4 VOLUME 3 Price: The offer price proposal shall include a fully burden hourly rate and monthly rate, statement of the methodology and assumptions utilized as the basis for costs proposed for the required services. The offeror is reminded of the requirement, especially as it may relate to proposed subcontractors. The proposed costs must be sufficiently detailed to evaluate the fair and reasonableness. The Offeror shall submit with proposal package.