INSTRUCTIONS TO OFFEROR.pdf

REQUEST FOR QUOTATIONS

Defense Finance and Accounting Service (DFAS)-Limestone

Elevator Maintenance and Repair Services Solicitation HQ042325QE096

INSTRUCTIONS TO OFFEROR’S/EVALUATION FACTORS

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.

Defense Finance and Accounting Service (DFAS) issuing a Request for Quotation (RFQ) for Elevator Maintenance and Repair Services based on the attached Performance Work Statement (PWS). DFAS intends to award a firm-fixed price purchase order under FAR Part 13 based on this solicitation.

Period of Performance: The period of performance will consist of a base year and four (1) one-year option period.

This solicitation and anticipated contract award are subject to applicable provisions and clauses in effect through Federal Acquisition Circular 2025-05, located at https://www.acquisition.gov.

This requirement is being solicited as full and open competition. The associated NAICS is 238290 and the small business size standard is $22.0.

This RFQ is issued by:

DFAS Contract Services Directorate 3990 E. Broad Street, Bldg. 21 Columbus, OH 43213-1152

Evaluation: Quotes will be evaluated using the Lowest Price Technically Acceptable (LPTA) method. Under this approach, all quotes will be ranked from lowest to highest based on total evaluated price. The lowest priced quote will be reviewed first for technical and past performance acceptability.

An award will be made to the offeror who provides the lowest overall price and meets the Government's requirements for Technical Acceptability and Past Performance. If the lowest priced quote is found to be technically unacceptable, the next lowest priced quote will be evaluated. This process will continue until a technically acceptable quote is selected.

Only those quotes determined to be technically acceptable and to have acceptable past performance will be considered for the award. No trade-offs will be made between price and non-price factors. To be deemed technically acceptable, the offeror must also not take any exceptions to the RFQ requirements. Quotes must remain valid for a minimum of 60 days. To be eligible for the award, offerors must also have an active SAM.gov registration.

SUBMISSION INSTRUCTIONS:

1. Price: Offerors shall submit their price quote as firm-fixed price. Price reasonableness will be determined in accordance with FAR 12.209 and FAR 13.106-3. The quoter shall provide pricing on the Solicitations CLIN structure (SF1449 (HQ042325QE096). Quoter’s shall http://www.acquisition.gov/ submit their price quote IAW the solicitation’s PWS. The information provided should clearly identify the unit price per year for the base year and option year periods. Prices are to remain fixed for the duration of the contract. The contractor shall furnish all labor, materials, personnel, tools, equipment, transportation, supervision and management necessary to perform preventative maintenance, inspection, testing and repair and emergency maintenance services on Government-owned elevators as defined in this Performance Work Statement (PWS).

2. Technical Approach Submission: Offerors shall submit a technical approach narrative outlining their methodology for meeting the PWS requirements. There is a 15MB limit for all email submissions. The technical approach narrative must address the following:

• Clearly demonstrate the offerors’ experience and capability to service the equipment identified in paragraph 4.0 of the PWS, and meet the technical requirements outlined in sections 5.0 through 8.0.

• Clearly demonstrate the offerors’ ability to comply with all safety requirements outlined in the PWS. This includes adherence to the manufacturer’s specifications and all applicable Municipal, State, and Federal Regulations addressed in paragraph 5.0.

• Clearly demonstrate the offerors capability to perform elevator maintenance and repair service using qualified elevator personnel who are authorized to service Canton Elevator Co.

systems addressed in paragraph 6.0 of the PWS. The Contractor must also be certified or authorized to service G.A.L. control systems and show relevant experience with similar elevator types.

• If the Offeror’s submission anticipates the use of one or more Subcontractors to perform any portion of the requirement, the Offeror shall provide a signed Letter of Intent (LOI) from each of the proposed subcontractors. The LOI must demonstrate the subcontractor’s agreement and commitment to participate in performance at the geographic location of Limestone, Maine if awarded to the Offeror. At a minimum, the LOI shall include:

o Identification of Parties- The names and cage codes of the prime contractor and the subcontractor.

o Acknowledgement of Requirement- Reference to the solicitation number and a statement that the subcontractor is aware of the scope of work and intends to participate if the Offeror is awarded the contract.

o Scope of Support- A brief description of the work, labor category or services the subcontractor will provide.

o Commitment to Geographic Location- A statement confirming the subcontractor’s ability and intent to support performance at the designated place of performance in Limestone, Maine, throughout the entire contract term.

o Signature-The name, title, company and signature of an authorized subcontractor representative.

• Failure to provide a valid LOI for each proposed subcontractor may result in the Government determining the proposal technically unacceptable.

• Technical Approach will be evaluated on an Acceptable/Unacceptable basis as follows:

Acceptable The Quote successfully demonstrates the ability to meet the technical, safety and experience requirements of the PWS. If the Offeror intends to use a subcontractor, a valid LOI from proposed subcontractor is provided confirming their commitment to support performance.

Unacceptable The Quote does not successfully demonstrate the ability to meet the technical, safety and experience requirements of the PWS. Failure to provide an LOI for proposed subcontractor confirming their commitment to support performance.

3. Past Performance: Past performance will be rated on an Acceptable/Unacceptable basis. Past Performance Submissions shall successfully demonstrate the quoter's ability to perform the required effort based on recent and relevant experience. Quoters shall provide a list of no more than three (3) recent and relevant contracts. Recent means contracts performed or completed within three years from the quotation due date. Relevant means similar in scope and complexity to the solicited work.

The government may perform past performance verification as deemed necessary. The government may also seek and consider data independently obtained from other government and commercial services. Offerors shall furnish the following past performance information for each contract referenced:

(1) Company/Division name

(2) Description of Service

(3) Contracting Agency/Customer-if applicable

(4) Contract Number- if applicable

(5) Contract Dollar Value

(6) Period of Performance- if applicable

(7) Verified, up-to-date name, address, email, and phone number of the contracting officer/POC

(8) Comments regarding compliance with contract terms and conditions

(9) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

(10) Explanation of why the contract is relevant to the solicited work.

Acceptable The quote meets the Past Performance Submission Instructions and successfully demonstrates the quoter's ability to perform the required effort based on recent and relevant experience.

Unacceptable The quote does not meet the Past Performance Submission Instructions and/or does not successfully demonstrate the quoter's ability to perform the required effort based on recent and relevant experience.

Quotations shall be received by email to Terri Davis at terri.l.davis34.civ@mail.mil by 4:00 PM EST on September 16, 2025.

Questions regarding this solicitation are due to Terri Davis at terri.l.davis34.civ@mail.mil by mailto:terri.l.davis34.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil

4:00 PM EST, September 11, 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.

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.