Instructions to Offeror.pdf

SOURCE SELECTION INFORMATION FAR 2.101 & 3.104

INSTRUCTIONS TO VENDORS / EVALUATION FACTORS

Defense Finance and Accounting Services

Mailroom Screening Booth Solicitation: HQ042325QE084

Defense Finance and Accounting Service (DFAS) Contract Services Directorate (CSD) is issuing a Request for Quotation (RFQ) for the purchase of Brand Name Only supplies/services specified in the attached Statement of Work (SOW). Quotation evaluation will be conducted in accordance with FAR 13.106-1(b)(1)(i), with the intention to award a purchase order to one vendor.

The solicitation number is HQ042325QE084 and is issued as a request for quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04.

This requirement is solicited as other than full and open competition. The associated NAICS is 333413 and the small business size standard is 500.

ISSUED BY:

Point of Contact: Miranda Rogers DFAS Contract Services Directorate 3990 E. Broad Street, Building 21 Columbus, OH 43213-1152 Phone Number: 614-701-3195 E-mail address: miranda.y.rogers.civ@mail.mil

CONTRACTING OFFICER:

Point of Contact: Terri Davis Phone Number: (614) 701-3599 E-mail address: terri.l.davis34.civ@mail.mil

Quotations shall be received by email to Miranda Rogers at miranda.y.rogers.civ@mail.mil and Terri Davis at terri.l.davis34.civ@mail.mil by 4:00 PM EST, August 6, 2025. There is a 15MB limit for all email submissions.

Questions regarding this solicitation are due to Miranda Rogers at miranda.y.rogers.civ@mail.mil and Terri Davis at terri.l.davis34.civ@mail.mil by 12:00 PM EST, August 1, 2025. Questions will be answered at the discretion of the Contracting Officer.

DFAS reserves the right to accept a late quote if the late quote would not unduly delay the acquisition and the contracting officer makes the determination that it is in the best interests of the Government to accept the “late” quote.

GENERAL INSTRUCTIONS:

Quotations shall include the RFQ number, date of submittal, the vendor’s name, address, CAGE, POC name, phone number, and email. Quotes shall include the following attachments:

mailto:miranda.y.rogers.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil mailto:miranda.y.rogers.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil mailto:miranda.y.rogers.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil

• The first attachment represents the quoter’s response to Technical Approach.

• The second attachment represents the quoter’ response to the SF1449, showing unit and extended pricing.

• Additional attachments represent product brochures, specification sheets, and proof of authorization to distribute the brand name product.

• Vendors may use the body of the email as a cover letter.

• All emails shall include the RFQ number in the subject line. Note: There is a 15MB limit for email submissions.

SUBMISSION INSTRUCTIONS:

1. Technical Approach: Quoters shall provide a detailed description of their their technical approach for meeting the Statement of Work (SOW) requirements.Submissions must clearly demonstrate an understanding of tand ability to fulfill all SOW requirements, including those identified in Section 3.0 Technical Requirements. The Technical Approach must be sumitted electronically in a readable format (e.g. Adobe PDF, Microsoft Word, PowerPoint or Excel).

All documents must use 8 ½ x 11-inch pages, single-spaced, with one-inch margins on all sides, and a minimum 12-point font. The Technical Approach is limited to a maximum of five

(5) pages. Pages exceeding this limit will not be reviewed or considered.

2. Price Quote: Quoters shall provide pricing for all CLINs listed in SF1449 and include additional attachments as applicable. Prices should be submitted as a firm fixed price showing unit and extended pricing for the base period and all option periods. The price shall include all labor, materials, equipment, and travel necessary to provide the supplies/services as required by the SOW.

To permit a thorough and effective evaluation, all submissions shall be as concise, complete and clear as possible to permit the Government to make an evaluation without further discussions. The Government reserves the right to make a determination based solely on the information submitted and proceed without clarifications or discussions.

EVALUATION:

The basis for award selection is Lowest Price Technically Acceptable (LPTA). This acquisition is being solicited as a brand name sole source requirement in accordance with FAR 13.106-1(b)(1)(i).

Only quotations for the specified brand name product listed in the solicitation will be considered.

To be technically acceptable, offers must be able to provide the exact brand name product as identified, including the part numbers solicited. Submissions must include documentation verifying that the offeror is an authorized distributor/reseller of the brand name product.

To be technically acceptable the offeror shall not take any exceptions to the RFQ. To be considered for award, offeror must have an active SAM.gov registration.

The Government will begin the evaluation process with a ranking based on the Total Evaluated Price from the lowest to highest price. Following the price ranking, only the lowest priced offeror(s) will be evaluated for technical acceptability. If acceptable, the evaluation will stop at that point and award will be made to the lowest priced technically acceptable offeror. If unacceptable, the Government will continue to review quotes in order of price until evaluating one that is technically acceptable and eligible for award. The Government reserves the right to conduct additional technical evaluations as deemed necessary.

Technical Capability: Technical Capability will be evaluated on an Acceptable/Unacceptable basis as follows.

The Government intends to award a firm fixed-price purchase order to the responsible vendor whose quote:

• Meets the brand name requirement

• Provides documentation of authorization (if applicable)

• Offers pricing determined to be fair and reasonable

Price: Price reasonableness will be determined in accordance with IAW FAR 13.106-3(a).

Quotes shall remain valid for a minimum of 60 days.

The government has included 52.217-8, Option to Extend Services For evaluation purposes, the Government will consider the price for the six-month Option to Extend Services as equal to half the price of the last option period quoted. The total evaluated price will include the base period and all options including the Option to Extend Services. Evaluation of options will not obligate the government to exercise the options.

PROVISION/CLAUSE FILL-INS:

The Offeror shall complete representations and certifications, if not already available in on

Acceptable

Quotation meets requirements (including the part numbers solicited) and indicates an adequate approach and understanding of the requirements.

Unacceptable

Quotation does not meet requirements/part numbers solicited and/or does not indicate an adequate approach and understanding of the requirements.

SAM.gov; otherwise, the quoter shall submit the full text version with fill-ins completed at the time of quotation. Full text of provisions/clauses may be accessed electronically at www.acquistion.gov.

PROTESTS:

Companies protesting this procurement may file a protest 1) with the contracting officer, 2) with the General Accounting Office, or 3) pursuant to Executive Order No. 12979, with the Agency for a decision by the Activity’s Chief of the Contracting Office. A protest filed with the agency per # 3) should clearly state that it is an "Agency Level Protest under Executive Order No.

12979." Absent a clear indication of the intent to file an agency level protest, a protest will be presumed to be a protest to the contracting officer. Upon request, the agency will consider an independent review at a level above the contracting officer for protests filed with the agency per #3).

http://www.acquistion.gov/