Instructions to Offerors_Evaluations_EJR_CO_PA_CO2nd.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 completed the Price Schedule (Port Hudson NC_PriceSched_FY24_08232024)?

[ ] Have you acknowledged any 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. PRE-PROPOSAL CONFERENCE / SITE VISIT

A Pre-Proposal Conference and Site Visit will be held at the Port Hudson National Cemetery, which is located at 20978 Port Hickey Road, Zachary, LA 70791.

Pre-Proposal Conference will be held in the on September 5, 2024, at 8:30AM 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 Contracting Officer and COR via e-mail ralph.crum@va.gov and william.harrelson@va.gov no later than September 4, 2024, at 5PM CST.

Any questions must be submitted via email by September 6, 2024, 3:00 PM CST to: Ralph.Crum@va.gov. All questions shall be addressed via an amendment to the Solicitation.

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

H. PROPOSAL SUBMISSION INSTRUCTIONS:

Submission via email to: Ralph.Crum@va.gov Subject line: 36C78624Q50350_Company Name Submission deadline: September 12, 3:00 PM CST

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 Port Hudson NC_PriceSched_FY24_08232024 (attachment). Please enter your proposed unit prices in column K. A formula will calculate the extended price in column M as well as the totals. Stated period of performance stated on spreadsheet will vary based on date of award.

· Any questions must be submitted via email by September 6, 2024, 3:00 PM CST 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.

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 proposal. Failure to include this information could result in a Contracting Officer’s determination that an otherwise successful Offeror is not eligible for contract award.

(End of Addendum to 52.212-1)

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

(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 quoted price is found to be reasonable, and whose quote is found to be technically acceptable when considering the non-price evaluation factors described below. Offerors who fail to meet any technical acceptability evaluation factors below will not be eligible to receive contract award.

TECHNICAL ACCEPTABILITY EVALUATION FACTORS: Comment by Mahdi, Najiyyah: Is the Govt including Past Performance and Price as eval factors? Revisit/review eval factors price or past performance are not listed/included. Comment by Crum, Ralph R.: No on past performance but yes on price (LPTA). Past performance will be review during the successful awardee's responsibility checks. Comment by Mahdi, Najiyyah: addressed

a. Factor 1: Technical/Management Capabilities

a. The detailed Technical/Management section shall specifically address all technical and management requirements set forth in this requirement including any exhibits or amendments.

b. Contractor shall submit experience/expertise with the Cemetery Operations and Maintenance:

i. Earthwork: Site Preparation, Excavation, Filling and backfilling, Grading & soil Disposal.

ii. Turfgrass Renovation and Reestablishment: Topsoil & Renovation Process.

iii. Headstone and Flat Markers Cleaning, maintenance of Total Turf Renovation.

iv. Refilling of Sunken Graves and Ground Repair.

v. Lawn Maintenance: Mowing, Trimming and Edging.

vi. Sod Replacement and/or Seeding.

vii. Fertilizer and Weeding.

viii. Trash and Debris Removal.

ix. Leaf Collection.

x. Operation of equipment in the vicinity of headstones.

xi. Interments operations.

xii. Janitorial services.

c. Provide relevant information that shall demonstrate the technical and/or managerial qualifications of key personnel you propose to use in accomplishing the contract. Qualifications of technical personnel shall be listed with training, experience, and certifications (e.g. licensed Pesticide Applicator). Demonstrated qualifications and experience for each individual should be included in this sub-factor in the form of a resume, not to exceed two pages in length for each of the individuals identified. Key personnel are those individuals who will directly manage, supervise or oversee on-site contract performance, or who will provide technical advice and guidance to contractor personnel, or who will serve as a liaison between your company and cemetery staff, including the Contracting Officer’s Representative(s) (COR). The key personnel shall include (at a minimum) the Onsite Supervisor. Offerors’ Onsite Supervisor shall have not less than five (5) years of experience as a direct supervisor of either turf renovation or installation projects; or grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial or public sites. Identify exactly what each key person will be doing for the contract. Offerors shall detail the management availability during contract performance. Comment by Mahdi, Najiyyah: Recommend changing to "shall not have less than five (5) years." Comment by Crum, Ralph R.: changed

d. Identify alternate key personnel as backup for key personnel. You may identify other personnel as “key” if, in your opinion, these personnel will have substantive impact in the technical or contract management aspects of contract performance.

e. Offerors shall provide or demonstrate the ability of obtaining before commencement of contract performance, all licenses, permits, insurance information and other certifications (i.e., any herbicides/insecticides and chemicals proposed) to perform the contract.

b. Factor 2: Performance Plan and Scheduling

c. NOTE: Technical capability will be evaluated to determine the extent to which it demonstrates a clear understanding of all features involved in performance of the requirements identified in the SOW. The narrative should not simply restate the Government’s requirements, but it should describe, in detail, how the Offeror intends to meet the requirements.

c. Factor 3: Staffing Plan and Equipment

a. It is mandatory that Offerors be solely responsible for performing the contract. Offerors shall describe the proposed staffing plan to include with any subcontracting. Offerors shall indicate how long it will take to fully staff the contract and how peak workloads, overlapping or simultaneous task assignments, and sick and vacation leaves will be covered and other contingency plans to manage resources. Comment by Mahdi, Najiyyah: What does solely responsible mean? Is the Govt. stating the offeror must be the prime contractor? Comment by Crum, Ralph R.: Just an emphasis that the prime not the subs are ultimately responsible for the performance of the contract. Comment by Mahdi, Najiyyah: addressed

b. For informational purposes only, offerors shall provide a thorough list of equipment, vehicles, supplies, products and materials that they propose to use under the contract. This list shall include any equipment being provided by a proposed subcontractor.

(B) EVALUATION PROCESS: Quotes will be evaluated in the following manner. The lowest-priced Quote will be identified. If the quoted price is found to be reasonable, the quote will be evaluated to determine if the quote takes exception with any of the requirements for this procurement specified in the solicitation. If the quote does not take exception with any of the requirements for this procurement, the offeror who submitted this quote 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 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 quotes 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 quotes 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 quote 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)