Instructions to Offerors - FY25 Raw Rations Camp Gruber rev4.pdf

INSTRUCTIONS TO OFFERORS

52.212-1 INSTRUCTIONS TO OFFERORS FOR PROPOSAL SUBMITTAL, ADDENDUM

General Instructions: This section provides general guidance for preparing proposals. Throughout this section, the term “Offeror” means the prime contractor submitting the proposal. The Offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. Proposal will be reviewed for responsiveness prior to being technically evaluated. An

Offeror who submits an incomplete package will be considered non-responsive and will be notified immediately with the reason. The proposal shall be compliant with the requirements as stated in the

Request for Proposal (RFP). A proposal that is sufficiently documented to support price and technical requirements in a complete, orderly and detailed manner will enable the Government to perform a thorough and fair evaluation. Non-compliance with the instructions and RFP may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award.

Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale along with providing any assumptions in their proposals. Failure to comply with the terms and conditions of the solicitation may result in the Offeror being determined ineligible for award.

The Government intends to award without discussions.

The Government will not reimburse any costs incurred in relation to the proposal preparation.

52.212-2 Evaluation-Commercial Products and Commercial Services. 2021-11

As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:

Evaluation-Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following factors will be used to evaluate offers:

Technical and past performance, when combined, are more important than price. Technical and Past

Performance is evaluated on a pass / fail basis. Technical criteria IAW Technical Exhibit 1 of the SOW are as follows:

Technical

Exhibit 1

Past Performance

A past performance determination will be completed by the Contracting Officer, which barred contractors will not be considered for the award.

Price

Prices will be determined fair and reasonable IAW FAR 13.106-3(a). Additionally, a price realism determination will be conducted to ensure that pricing is balanced and fair based on current market conditions. Pricing that is determined unrealistically low may be removed from contract award consideration determined unacceptable.

Basis for Award

The lowest priced proposals that pass Technical and Past Performance evaluation will be eligible for contract award.

(b) Options. N/A

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

5133.103 PROTEST INFORMATION

(d)(4)(iii) A protest to the National Guard (NG) is a protest to the agency within the meaning of FAR

33.103. The National Guard Protest Decision Authority (PDA) is delegated protest decision authority by the HCA IAW AFARS 5133.103(d)(4)(iii), Appendix GG, to handle requests for an independent review of a protest. Protests filed with the agency will follow the procedures in FAR 33.103, AFARS 5133.103 and the NG Protest Procedures, Appendix 33-1. A template for the Contracting Officer’s Statement of

Relevant Facts is at Appendix 33-2.

5133.104 Protests to GAO.

(a) General Procedure.

(3)(i)(1) In addition to the procedures in FAR 33.104 and AFARS 5133.170-90, the NGB-GC, Chief, Contract & Fiscal Law Division has the authority to determine the final agency position for GAO protests, without power of delegation. Upon notice a GAO protest has been filed, the KO shall send a

CCIR to the HCA’s XO, MILDEP, SCO and Chief, Compliance and Oversight Division via email. The email will include the contract/solicitation number and summarize the issue(s).

(b) Protests before award.

(1)(A) In addition to 4 CFR § 21, FAR 33.104 and AFARS 5133.104, and when it is necessary to award a contract notwithstanding the protest, the Contracting Officer will forward the D&F concurrently to the

NGB-GC, Chief, Contract and Fiscal Law Division and the Chief, Compliance and Oversight Division, who will forward it through the SCO for HCA concurrence prior to submission to DASA(P) for approval.

(c) Protests after award.

(2) Before the Contracting Officer authorizes continued performance, the D&F will be submitted as per paragraph b of this section.

1. Criteria for Award

Will be based on the “Lowest Price Technically Acceptable”. Request For Proposals (RFP) will be rated either “Acceptable” or “Unacceptable” in accordance with (IAW) the Technical Evaluation Criteria.

2. Proposal Documentation

Proposal shall conform to all the requirements of this RFP IAW FAR Part 15.101-2. The Offeror shall submit an unclassified proposal, which demonstrates its ability to perform and meet the requirements in the Statement of Work (SOW). The following must be included in the Offeror’s proposal when submitted by the close date and time:

a) Acknowledgement of ALL Amendments to the RFP, if applicable.

b) Responses IAW the Technical Evaluation Criteria (Technical Exhibit 1)

c) The technical proposal will include the completion of provisions 52.212-3 Offeror

Representations and Certifications-Commercial Products and Commercial Services, and 52.212-

3 (Alternate I) located in the combined synopsis solicitation.

d) Price Proposal IAW the Statement of Work (SOW) and list of food items

*PRICE PROPOSAL SHALL BE SEPARATE FROM THE TECHNICAL PROPOSAL.

3. Received Proposal Review

a) If the Offeror’s proposal is received by or before the due date and time, the proposal will be considered “Responsive”.

b) If the Offeror’s proposal is received late, past the due date and time, the proposal will be considered “Non-Responsive” and not considered for evaluation nor award.

4. Responsive Proposals

The Offerors’ company will be checked in the SAM.gov database.

a) Offeror’s SAM registration with an “Active” status, no “Exclusion”, and has a favorable

“Determination of Responsibility” will be considered for a “Technical Evaluation”.

b) If the Offeror’s registration shows “Inactive” or “Pending”, has “Exclusions”, or has an unfavorable “Determination of Responsibility” the proposal will not be considered for a technical evaluation nor award.

5. Technical Acceptability Requirements

Technical acceptability will be based on Statement of Work (SOW) and the Instructions to Offeror, as follows:

a) Basis for Award

BPAs will be awarded to vendors that submit a technically acceptable proposal with pricing that is deemed fair and reasonable. A BPA will be awarded to the Offerors whose proposals conforms to the solicitations requirements (to include all stated terms, conditions, representations, certifications, and all other information required by this solicitation) and is judged, based on the evaluation factors to represent the lowest price technically acceptable and price reasonableness.

b) Evaluation Process

The Lowest Price Technically Acceptable (LPTA) source selection process will be used.

Offeror’s technical proposal will be evaluated on an acceptable/unacceptable basis. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations, and certifications, and technical requirements.

c) Solicitation Requirements, Terms and Conditions

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as factors. Offerors must clearly identify any exception to the solicitation’s terms and conditions and must provide complete supporting rationale. The Government reserves the right to determine any such exceptions unacceptable.

6. Questions and Proposals Due

Questions are due by May 8, 2025 at 1 p.m. CST; shall be sent to Mackenzie Boyd mackenzie.a.boyd.civ@army.mil.

Proposals are due by May 22, 2025 at 1 p.m. CST; shall be sent to Mackenzie Boyd mackenzie.a.boyd.civ@army.mil.

mailto:mackenzie.a.boyd.civ@army.mil mailto:mackenzie.a.boyd.civ@army.mil

Technical Exhibit 1

Technical Evaluation Criteria

The OK Army National Guard (OKARNG) has a Fresh Bulk Food Items request to be delivered to the Camp Gruber Training Site location at Braggs OK. The contracting office is requesting proposals to be technically evaluated in accordance with the criteria at below:

1. Will the company be able to provide the Salad Dressing in accordance with Paragraph 3.2.1 of the Statement of Work (SOW)?

2. Will the company be able to provide the Milk in accordance with Paragraph 3.2.2 of the SOW? This item must have a minimum of a week, 7 days, prior to the expiration date. If this is not industry standard, provide what the standard is and ensure this item will be within the standard upon delivery.

3. Will all salad, fruit, milk, and bread be fresh? These items shall have a minimum of a week, 7 days, prior to the expiration date. If this is not industry standard, provide what the standard is and ensure these items will be within the standard upon delivery.

4. Will the company be able/capable of deliveries on the following date, not later than 3 p.m. CST?:

Monday, 2 JUNE, 2025

Wednesday, 4 JUNE, 2025

Friday, 6 JUNE, 2025

Monday, 9 JUNE, 2025

5. Will the company be able/capable of providing exact orders by breaking cases or grouped packaging for the order? If not, can provide an explanation.

NOTE: The OKARNG cannot store left over goods at the event of the training event, and this is the reason for requesting breaking of cases/grouped packaging.

4). Provide the POC name, phone, and email along with the OKARNG account number for orders.