INSTRUCTIONS TO OFFERORS.docx

INSTRUCTIONS, CONDITIONS AND OTHER STATEMENTS TO BIDDERS/OFFERORS

PART I - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

PART I/SECTION A – REQUEST FOR QUOTE

This is a Request for Quote in accordance with FAR Part 13. Potential offerors must follow all instructions in order to be compliant with the solicitation.

It is the responsibility of the offeror to verify that their offer is complete. The offeror is responsible for submitting all required forms and documents with the offer.

The Government will award a single contract resulting from this solicitation to a responsible SDVOSB offeror whose offer conforming to the solicitation will be most advantageous to the Government based on Past Performance, Experience and Price.

I.1A JOINT VENTURES

If submitting an offer as a joint venture as defined by P.L. 109-461 AND Department of Veterans Affairs I.L. 049-06-4, http://www.vetbiz.gov/library/jtventure.pdf , an offeror must provide a copy of the joint venture agreement specific to the project that is consistent with the percentage of required work and net proceed.

I.3A SITE VISIT

Offerors are encouraged to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of performing these services. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

There will only be one (1) organized site visit. It will be held on Tuesday, February 6, 2024, at 11:00 AM. Participants will meet at Veteran’s Affairs Medical Center, 423 East 23rd Street, New York, NY 10010.

Attendance is not mandatory; however, all bidders are strongly encouraged to attend.

Companies are limited to no more than two (2) representatives. FDA/CDC approved Facemasks are required at all times during site visit. Valid picture ID is required.

Offerors are encouraged to attend this meeting to familiarize themselves with the project and project site. See FAR Clause 52.236-3, Site Investigation and Conditions Affecting the Work, and FAR Provision 52.236-27, Site Visit (Construction) of this solicitation.

I.4A SELECTION CRITERIA/QUOTE PREPARATION INSTRUCTIONS

Quotes will be evaluated in accordance with FAR 13.106 Simplified Acquisition Procedures Award will be made based on the following factors:

Factor 1 – Past Performance Factor 2 – Experience with Demolition and Site Restoration in Hospital or Pharmaceutical setting Factor 3-- Price Factor 1 - Past Performance: Offerors shall provide past performance information on two (2) federal, state, local government or private contract of similar type, scope, size and complexity. For purposes of this evaluation, a relevant project is further defined as experience with Demolition and Site Restoration. Project shall have a minimum amount of $100,000.00 or more and completed within the past three years from the date of issuance of this RFQ. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted with the quote. The Government may also evaluate recent and relevant past performance, based upon sources available to the contracting officer that may include Past Performance Information Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS). IF THE OFFEROR CANNOT PROVIDE A CPARS FOR PROJECTS LISTED IN FACTOR 1, then the offeror shall submit two (2) Past Performance Questionnaires (PPQ).

Completed PPQs shall be submitted directly from your client via email to Samantha Chavanga at samantha.chavanga@va.gov. Offerors should follow-up with clients/references to ensure timely submittal of questionnaires.

Basis of Evaluation: Past Performance will be evaluated in accordance with FAR 13.106-2 and award will be made to the offeror presenting the best value to the Government.

Factor 2 – Experience with Sink Installations.

Factor 3 - Price: Offerors shall provide pricing as requested in the Schedule of Service identified within the SF1442 – this includes providing a cost breakdown of labor and material.

Basis of Evaluation: The Government will evaluate price based on the total price. Total price consists of the basic requirements. Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price:

• Comparison of quoted prices with the IGCE.

· Comparison of quoted prices with available historical information.

· Competition

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

PART I/SECTION B - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

I.1B COST RANGE: Magnitude of Construction is between $25,000 and $100,000.

I.2B REQUESTS FOR INFORMATION:

All requests for information must be submitted in writing to the Contracting Specialist via email samantha.chavanga@va.gov for response no later than Monday, February 12, 2024 at 4 pm EST.

I.3B QUOTE REQUIREMENTS

General – Past Performance Questionnaires are to submitted directly from your client via email to samantha.chavanga@va.gov The quote, in its entirety, shall not exceed one email to include at least four separate attachments: (Signed SF1442 with Item 0001 QUOTE Total, Technical/past performance, Experience, and all required Representations and Certifications). Further details on electronic submission are outlined below.

Offer shall be received by Thursday, February 29, 2024, NO LATER THAN 11:00 am EST. There will be no public opening. Submit quote to: samantha.chavanga@va.gov

I.4B REQUIREMENTS FOR ELECTRONIC SUBMISSION OF OFFER

All responses to solicitations must be submitted electronically as described below. You must submit your electronic offer, and any supplemental information using the electronic format described below.

Acceptable Electronic Formats (Software) for Submission of Offers

1. Files in Adobe© PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater.

1. Please note that we can no longer accept .zip files due to increasing security concerns.

1. E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as offers.

a. Subject Line: Include the solicitation number, name of company, and closing date of solicitation.

b. Size: Maximum size of the e-mail message shall not exceed five (5) megabytes. Only one email is permitted unless otherwise stated in this solicitation or in writing by the Contract Officer submitting the solicitation.

Each electronic offer must also include a signed and scanned SF-1442, Solicitation, Offer, and Award (Construction, Alteration, or Repair)

The Microsoft Outlook © Email time/date stamp will be used to date and time stamp offers for the official record of receipt for the submission. The date and time stamp in recipients “inbox” is the official record of receipt.

Security Issues, Late Bids, Unreadable Offers

1. Late submission of offers is outlined at FAR 52.215-1(c)(3). Particular attention is warranted to the portion of the provision that relates to the timing of submission.

1. Please see FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

1. To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus or which are otherwise unreadable will be treated as “unreadable” pursuant to FAR 15.207(c).

1. The virus scanning software used by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be quarantined. You may send both the spreadsheet and the spreadsheet saved in PDF format to ensure that your quote is readable.

1. Password protecting your offer is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated individuals.