Instructions to Offerors_Evaluations.docx

E.1 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.

1. GENERAL INSTRUCTIONS: This section provides general guidance for preparing the quote, as well as specific instructions on the format and content of the quote. The offeror’s submittal 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 quote 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 quote evaluation and may be grounds to eliminate the offer from consideration for contract award.

Offeror should thoroughly review the specifications and become familiar with the requirement prior to submitting a quote. 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:

[ ] Offeror must submit their quote in two separate parts, Part I- Completely filled out/signed SF 1449. You must fill out section 17(a) to include Company Name, Address, POC information and SAM Unique Entity ID, Section 30 (a-c) sign document, Section 1: Input Unit Price and Total for every CLIN (verify calculations) and fill in all Provisions to include 852.219-75. Part II- Past performance of similar scope work within the last four years of the solicitation date. Completed Reference list, Past Performance Questionnaire, and capability statement with experience, qualifications, certifications.

[ ] Offeror must acknowledge any amendment (s), if applicable?

[ ] Offeror must include all requested information required for responding to the non-price factors. It’s the contractor’s responsibility to provide detailed information to allow Government evaluator’s to evaluate and make a determination.

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

1. 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.

1. 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 highly encouraged to attend the post-award/pre-performance conference.

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

Roberto Escobedo Contract Specialist Roberto.escobedo@va.gov

1. SITE VISIT: SCHEDULED FOR 12 AUGUST 2025 AT 0900 (PST) AT EAGLE POINT NATIONAL CEMETERY, 2763 RILEY RD, EAGLE POINT, OR 97524.

Contractor’s must provide names to Roberto Escobedo, Contract Specialist, email Roberto.escobedo@va.gov and Jason Becker, Cemetery Representative, email Jason.Becker@va.gov, prior to 8 August 2025 and limit to two personnel per company.

1. QUOTE SUBMISSION INSTRUCTIONS:

Submission via email to: Roberto.escobedo@va.gov Subject line: 36C78625Q50314_Company Name Submission deadline: August 19, 2025, 1PM 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.

· Please complete the price schedule in the solicitation document.

· Any questions must be submitted via email by August 13, 2025, at 1 PM PST 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.

(End of Addendum to 52.212-1)

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

(A) BASIS OF AWARD: This procurement is a best value source selection and is being conducted pursuant to FAR Part 13 procedures. The Government intends to award a single contract as a result of this solicitation, based on the evaluation factors listed below. A contract may be awarded to the offeror whose offer conforms to the solicitation’s requirements (to include all stated terms, conditions, representations, certifications, and all other information required in the Statement of Work) and is judged by an overall assessment of the evaluation factors to represent the most advantageous to the Government. As part of making the assessment, a tradeoff analysis will be performed to determine as whether exceeding the minimum requirements at an associated price provides the best value to the Government.

(B) EVALUATION PROCESS:

Evaluation Factors. Evaluation of offers will be made using procedures under FAR Part 13.106-2. Offers will be evaluated in accordance with the following factors and sub-factors:

Factor 1: Past Performance Factor 2: Technical Capability Factor 3: Price

Relative Importance of Evaluation Factors:

Factor (1), Past Performance, is more important than Factor (2), Technical Capability. When combined, the two non-price factors are more important than Factor (3), Price.

FACTOR 1 - Past Performance: The Government will evaluate the Past Performance of the Prime vendor (i.e. the offeror) proposed to perform a major portion of the requirement. The past performance evaluation factor assesses the degree of confidence the Government has in an offeror’s ability to supply products and services that meet users’ needs, based on a demonstrated record of performance. For evaluation of Past Performance, the Government may use information from any sources available to it including, but not limited to, the Contract Performance Assessment Reporting System (CPARS) and the attached Past Performance Questionnaire.

Past performance questionnaire (see attachment). Offerors should provide no less than two (2) relevant past performance information for work performed comparable to the Eagle National Cemetery under contracts completed during the last five (5) years. The Government reserves the right to verify statements and representations made in an offeror's proposal. The offeror may include Federal, State and Local Government and private sector contracts. However, the Government will evaluate contract(s) the offeror has/had with a Federal Government Agency more favorably.

To obtain information, the Government may contact the points of contact listed by offerors, however, the Government is not required to contact the points of contact provided by offerors and may limit the number of references it decides to contact. The Government is also free to contact references other than those provided by the offeror to evaluate past performance of offerors.

FACTOR 2 – Technical Capability:

Subfactor 2a. In 15 pages or less, provide an HVAC Maintenance Plan including a clear definitive process on how the Contractor intends to complete the work involved in the SOW.

Subfactor 2b. In 5 pages or less, provide a list of subcontractors and work they will perform and their certifications, if applicable.

Subfactor 2c. In 5 pages or less, describe specific experience performing HVAC maintenance in an office/industrial environment of the technicians who will be performing the work.

Subfactor 2d. Provide a one (1) page resume with experience, qualifications, certifications, and training for this specific duty.

FACTOR 3 - Price: Price analysis will be used to determine that the prices are fair and reasonable in accordance with FAR Part 13.106-3.

(D) 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)