Instructions to Offerors.docx

INSTRUCTIONS TO OFFERORS:

Interested Offerors MUST be registered with the System of Award Management (SAM) at http://www.sam.gov and must compete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to the solicitation closing date. Failure to comply will result in the offeror being considered ineligible.

IT’S THE RESPONSIBILITY OF THE PROSPECTIVE VENDORS TO READ AND UNDERSTAND THE TERMS AND CONDITIONS PRIOR TO SUBMITTING A QUOTE. ANY DEVIATION FROM ACCEPTING THE TERMS AND CONDITIONS SHALL MAKE YOUR QUOTE INELIGIBLE.

QUOTATION PREPARATON INSTRUCTIONS: Contractors are strongly encouraged to follow the following format to submit their package. Offerors shall submit quotes in three (3) separate Adobe Acrobat (.pdf) documents identifying each .pdf document as Volumes A, Volume B, Volume and C.

Company Information (Volume A) The following information shall be included in Volume A:

· Legal Business/Company Name (as listed in www.sam.gov)

· Complete Company Address (No P.O. Boxes)

· Duns Number

· SAM UEI

· Company Point of Contract Name and Title

· Telephone Number

· Email Address

· Company Capabilities Statement

· One (1) Copy Completed Subcontractor Participation Document. Failure to comply may result in the offeror being ineligible for award. (Attachment H). If you are not using sub-contractors and will self-perform. You are required to state that within the sub-contractor participation document that you will be self-performing.

· One (1) Signed Copy of all Solicitation Amendments. Failure to comply will result in the offeror being ineligible for award.

· One (1) copy of Completed FAR Provisions 52.212-3 “Certifications and Representations” or indicate whether contractor has completed the annual representation and certifications electronically at www.sam.gov (copy of current SAM status)

· One(1) Copy of Completed VAAR Clause 852.219-75 “VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction” Failure to comply will result in the offeror being ineligible for award.

· In accordance with Public Law 116-183 a Small Business claiming Veterans First Status, Service Disable Veteran Owned Small Business (SDVOSB), or Veteran Owned Small Business (VOSB), must certify in writing that their firm are performing 51 percent of the work. Therefore, Interested Offerors who claim SDVOSB or VOSB status shall provide (1) document stating their compliance with PL 116-183. Failure to comply will result in the offeror being ineligible for award. Should award be made to an SDVOSB or a VOSB who is suspected of violating PL 116-183 this Agency will refer suspected violators to its department’s inspector general for investigation and possible fines, suspensions, or debarments.

Technical Proposal (Volume B) The following shall be included as part of the Offeror’s technical submission, Volume B:

· The contractor’s capability statement, not to exceed 20 pages, demonstrating experience and expertise in performing document digitization services. At a minimum the narrative shall include at least 3 comparable experiences in size and complexity within the last five (5) years. If Quoter intends to satisfy this requirement through use of a proposed subcontractor(s), Quoter must provide this information for each proposed subcontractor and Quoter must identify what work will be performed by each proposed subcontractor and what work will be performed by Quoter. The contractor’s capability statement should not copy or restate directly from the solicitation.

· Management plan shall include the managerial and technical qualifications of key personnel to include resume for a site personnel who will be responsible for directing, overseeing, and coordinating the work involved. On-site Manager shall have a minimum of four (3) years of performing document digitalization.

Pricing (Volume C) The following information shall be included in Volume C

· Proposed pricing shall be submitted on the Price/Cost Schedule of Services (Attachment A)

Evaluation Criteria

Quotes will be evaluated using FAR Part 13 procedures and in accordance with the Addendum to FAR 52.212-2. The Government will award a single contract resulting from this solicitation to the responsible quoter with the Lowest Price Technically Acceptable quote. This means that the Quoter with the lowest evaluated price, meeting or exceeding the acceptability standards. for non-price factors will receive the award. The lowest price quote will be sent for technical review and if found technically acceptable, award will be made to that Quoter, as long as the Quoter can be determined responsible. If the lowest priced quote is not found technically acceptable, then the next lowest quote will be sent for technical review. This process will continue until a quotation is found technically acceptable.

Technical Acceptability Quotes shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements. If any of the required information is missing, a Quoter will not be able to be determined technically qualified due to lack of sufficient information being submitted. Technical approach will be evaluated for the following:

· Demonstrated experience and expertise in performing document digitization services. At a minimum with at least 3 comparable experiences in size and complexity within the last five (5) years.

· Onsite personnel with at least 3 years’ experience in document digitization.

Pricing

· Proposed pricing will be evaluated for reasonableness.