Instructions to Offerors Evaluations.docx

E.1 ADDENDUM TO FAR 52.212-1 – INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation.

A. GENERAL INSTRUCTIONS: This section provides general guidance for preparing the proposal, 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. Any offeror who submits an incomplete package may have its proposal considered to be unacceptable and removed from consideration for contract award. The offer shall be compliant with the requirements as stated in the Solicitation. Non-compliance with the instructions to the Solicitation may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award.

Offeror should thoroughly review the specifications and become familiar with the requirement prior to submitting a proposal. Failure to understand the contract requirements shall not relieve the successful offeror from performing in accordance with the strict meaning and intent of the specifications.

Submission of offerors. Offeror must complete and return a complete package of all items required prior to the time specified in the Solicitation to be considered for award.

Please review the following items before submitting your proposal:

[ ] Have you completed and sign the 1449?

[ ] Have you acknowledged any amendment (s), if applicable?

[ ] Have you included the requested information required for responding to the non-price and price evaluation factors?

B. TYPE OF ACQUISITION: This acquisition is a competitive solicitation. Award will be made to the offeror who represents the best value to the Government.

C. PERIOD OF ACCEPTANCE OF OFFERS: The Offeror agrees to hold prices in its offer firm for a period of sixty (60) calendar days from the closing date of the solicitation.

D. POST-AWARD/PRE-PERFORMANCE CONFERENCE: A post-award/pre-performance conference will be scheduled by the Contracting Officer (CO) and held prior to the commencement of any work. The offeror and/or their duly authorized representative(s) is/are required to attend the post-award/pre-performance conference. The CO and COR shall meet with the Contractor to discuss details of the contract, the Guards sites and schedules, emergency contact information, handbook, and any other information pertinent to the performance of the contract.

E. POINTS OF CONTACT (POC): Written requests for clarification, questions, and/or concerns may be sent to the following:

Ralph Crum Contracting Officer Ralph.Crum@va.gov

F. PRE-PROPOSAL CONFERENCE / SITE VISIT

A Pre-Proposal Conference and Site Visit will be held at the Roseburg national Cemetery, 1770 W Harvard Ave, Roseburg, OR 97470.

Pre-Proposal Conference will be held in the on March 26, 2025, 8:00AM Pacific Standard Time (PST).

Due to the room size limitations, offerors are encouraged to notify the Contracting Officer of their plan to attend. Notification should include Company Name, Address, Names of Attendees, and Phone No. Attendance Notification should be received by the Contracting Officer and COR via e-mail ralph.crum@va.gov and jason.becker@va.gov no later than March 25, 2025, 3PM PST.

Safety and Privacy Concerns: Participants should dress in comfortable clothing suited for indoor and outdoor conditions. Closed-toe shoes are encouraged for safety reasons.

NOTE 1: Questions raised during the site visit must be written and will be provided to the Contracting Officer for dissemination to all potential bidders. All questions raised after the site visit must be submitted via email by March 27, 2025, 3PM PST to: Ralph.Crum@va.gov.

G. PROPOSAL SUBMISSION INSTRUCTIONS:

Submission via email to: Ralph.Crum@va.gov Subject line: 36C78625Q50100 _Company Name Submission deadline: April 1, 2025 3PM PST

Do not make any changes to the files or the format of the files of the Solicitation and any attachments. Offerors who make any changes without prior written consent from the CO may be eliminated from further consideration.

· It is the offeror’s responsibility to ensure that documents are complete, and submission is viewable/ readable and arrives to the CO/CS by the date and time required.

· Any questions must be submitted via email by March 27, 2025, 3PM PST to: Ralph.Crum@va.gov. All questions shall be addressed via an amendment to the Solicitation.

· If any required documents are omitted with submission, the offer may be precluded from further consideration.

(End of Addendum to 52.212-1)

E.2 52.212-2 EVALUATION – COMMERCIAL ITEMS (OCT 2014)

(A) BASIS OF AWARD: This procurement is a best value source selection and is being in conducted pursuant to FAR Part 13 procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror who offers the lowest price, whose quoted price is found to be fair and reasonable, and whose quote is found to be technically acceptable when considering the non-price evaluation factors described below. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced or if the proposed price for the basic requirement or any option exceeds the amount of funding available for any of those requirements. Offerors who fail to meet any technical acceptability evaluation factors below will not be eligible to receive contract award.

Technical Acceptability Evaluation Factor:

• Provide documentation evidencing that your quote will meet or exceed the minimum trailer requirements stated in paragraph 2 of the performance work statement.

(B) EVALUATION PROCESS: Offers will be evaluated in the following manner. The lowest-priced Quote will be identified. If the proposed price is found to be fair and reasonable, the offer will be evaluated to determine if the offer takes exception with any of the requirements for this procurement specified in the solicitation. If the offer does not take exception with any of the requirements for this procurement, the offeror who submitted this offer will be determined as the “successful offeror.” The Contracting Officer/technical evaluation team will then determine if the successful offeror is technically acceptable using the technical evaluation factors applicable to this procurement. If contract award cannot be made to the successful offeror, the Contracting Officer will evaluate the next lowest-priced offer following the procedures described above. This process will continue until a contract award can be made, or the Contracting Officer determines that no contract award can be made. The Government intends to evaluate offers and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be in the Government’s interest.

(C) OPTIONS: The Government will evaluate proposals for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a proposal is unacceptable if the option prices are significantly unbalanced or if the proposed price for the basic requirement or any option exceeds the amount of funding available for any of those requirements. Evaluation of options shall not obligate the Government to exercise the option(s).

(End of provision)