Instructions to Offerors_Evaluations.docx

ADDENDUM TO FAR 52.212-1 – INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

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 offer, as well as specific instructions on the format and content of the proposal. The offer must include all data and information requested and must be submitted in accordance with these instructions. Any Offeror who submits an incomplete package will have its offer 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 will result in an unfavorable offer evaluation and will 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 lowest-priced 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 signed the 1449?

[ ] Have you completed the Price Schedule?

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

[ ] Have you included the requested information required for responding to the Technical Acceptability Factors?

B. TYPE OF ACQUISITION: This acquisition is a competitive solicitation. Award will be made to the Lowest Priced Offeror that meets the Technical Acceptability Standards in accordance with the requirements. A single award may be made in response to this solicitation.

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. PAST PERFORMANCE: The Government reserves the right to obtain past performance information from any available source and may contact references other than those identified by the Offeror when determining responsibility.

E. 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.

F. 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

G. SITE VISIT

A Site Visit will be held at Jefferson Barracks National Cemetery, 2900 Sheridan Rd, St. Louis, MO 63125.

The site visit will be held in the Admin Maintenance Building on June 4, 2025, 10AM-11AM Central Standard Time (CST).

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 Contract Specialist and COR via e-mail roberto.escobedo@va.gov and jermaine.daniels@va.gov no later than May 28, 2025, at 3PM PDT.

Any questions must be submitted via email by June 6, 2025, 4:30 PM CST to: roberto.escobedo@va.gov. All questions shall be addressed via an amendment to the Solicitation. No further questions will be accepted after this date.

H. PROPOSAL SUBMISSION INSTRUCTIONS:

Submission via email to: roberto.escobedo@va.gov Subject line: RFQ#_Company Name Submission deadline: June 18, 2025, 4:30 PM PDT

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.

· Please complete both the price schedule in the solicitation document as well as the Price Schedule FY25 (attachment). Fill in Unit Price (column E) and Net Total (column F) Contractor is responsible for spreadsheet formulas and must verify all data numbers. Only provide offered prices on CLINS with quantities listed. Stated period of performance stated on spreadsheet will vary based on date of award. In addition, offerors are required to submit a staffing/labor breakdown with labor rates to determine price reasonableness.

· Any questions must be submitted via email by June 6, 2025, 4:30 PM PDT to: Roberto.escobedo@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.

I. TECHNICAL ACCEPTABILITY EVALUATION FACTORS: To assist the Contracting Officer in determining if the technical acceptability evaluation factors applicable to this procurement are met, Offerors are asked to provide the following information with their offers. Failure to include this information will result in a Contracting Officer’s determination that an otherwise lowest-priced Offeror is not eligible for contract award.

Sub-Factor 1: In 10 pages or less

· Provide a grounds maintenance plan showing the ability to perform grounds maintenance operations to include mowing turf areas, string trimming around headstones, blade edging, leaf mulching or removal, and gravesite flower removal.

· Take into consideration procedures as defined in the Performance Work Statement to achieve this goal, sections A.1.1 – A1.18.

· Provide a detailed description how the operations are to be performed and rationale for each procedure in the plan.

Sub-Factor 1: In 5 pages or less

· Provide a clear communication plan with the onsite COR and all cemetery staff, and how this communication will help maintain satisfactory standards of personnel and work conduct.

· Take into consideration procedures as defined in the Performance Work Statement to achieve this goal, section B.9, sub section “b”.

Sub-Factor 1: In 5 pages or less

· Provide a plan to protect the cemetery turf during mowing or trimming and the ability to repair any damage to the turf by the close of business.

· Take into consideration procedures as defined in the Performance Work Statement to achieve this goal, section B.13, sub sections “a & h”.

· Provide a detailed description how the operations are to be performed and rationale for each procedure in the plan.

Sub-Factor 3: In 15 pages or less

· Provide Work Plan including a clear definitive process on how the Contractor intends to complete the work involved as defined in the Performance Work Statement

· Provide a list of subcontractors and work they will perform. Also include Schedule of Work, staffing plan, and list of equipment/vehicles, methodology /proposed man hours and mitigation of environment issues.

· Identify mandatory Site Manager to be present whenever work/services are being rendered. Include a 1-page resume with experience, qualification, certifications, training, roles, and responsibilities for all key personnel.

· List the number of employees and their titles/positions that will be on site on any given day and the work they will be assigned. Include copies of relevant, current licenses, permits, and insurance information.

(End of Addendum to 52.212-1)

52.212-2 EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (Nov 2021)

(A) BASIS OF AWARD: This procurement is being 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 offered price is found fair and reasonable, and whose offer is found to be technically acceptable when considering the non-price evaluation factors described above. Offerors who fail to meet any technical acceptability evaluation factors below will not be eligible to receive contract award.

(B) EVALUATION PROCESS: Offers will be evaluated in the following manner. The lowest-priced offer will be identified. If the offered price is found 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 “lowest-priced offeror.” The Contracting Officer/technical evaluation team will then determine if the lowest-priced offeror’s offer is technically acceptable using the technical evaluation factors applicable to this procurement. If contract award cannot be made to the lowest-priced offeror, the Contracting Officer will evaluate the next lowest-priced proposal 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 offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government will 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. Evaluation of options shall not obligate the Government to exercise the option(s).

(End of provision)