ITO - LPTA Transportation Services.pdf

REQUEST FOR QUOTE (RFQ)

Instructions to Offerors (ITO)

1. This Request for Quote (RFQ) is for Transportation Services requirement to support the Office of the Deputy Under Secretary of the Air Force, International Affairs (SAF/IA) (CMSAF) for Department of the Air Force Foreign Liaison Office (DAFFLO) Fall 2025 Air Attaché Tour. A Lowest Price Technically Acceptable (LPTA) selection will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13 – Simplified Acquisition Procedures, as supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS), and the Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS). North American Industry Classification System (NAICS) code 485510 – Charter Bus Industry applies to this RFQ.

1.1. System for Award Management (SAM). Offerors will not be eligible to receive a contract award from a Department of Defense (DoD) activity unless they are registered in SAM.

Offerors must be registered in the SAM Database prior to award of any contract. Firms must register on a one-time basis and annually confirm accuracy and completeness of registration information. Online registration and instructions can be accessed at https://www.beta.SAM.gov.

FAR 52.212-3 Offeror Representations and Certifications-Commercial Items will be validated through the beta.SAM.gov database.

1.2. Points of Contact. The Contracting Officer (CO), Ms. Danielle Sookhai (danielle sookhai.1@us.af.mil), and the Contract Specialist (CS), Ms. Maia Warren (maia.warren@us.af.mil) are the sole points of contact for this acquisition. All questions or concerns on this requirement should be e-mailed to the CO and CS no later than 10:00 AM Eastern Time (EST) on 22 September 2025.

2. This solicitation is being is being issued as a total small business set-aside in accordance with FAR 13.106-1. All offers received for this requirement shall contain rates within current Federal Supply Schedules (FSS)/Multiple Award Schedule (MAS) under the Special Item Number (SIN) Category 485510 – Charter Bus Industry.

2.1. DUE DATE: Quotes are due 1 October 2025 no later than 10AM Eastern Time (EST). Late quotes will be processed in accordance with FAR Provision 52.212-1(f) Late Submissions, Modifications, Revisions and Withdrawals of Offers.

3. Offerors are required to meet/submit ALL solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. The quote shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The quote should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the Offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their facilities, capabilities, and experience and will base its evaluation on the information presented in the Offeror’s quote. Unnecessarily elaborate brochures or other presentations https://www.sam.gov/index.html.

https://www.beta.sam.gov./ https://www.sam.gov/index.html.

SAF/IA Country Director Support Requirement beyond those sufficient to present a complete effective response to the solicitation are not desired. The Government shall place an order with the Offeror whose RFQ meets technical acceptability and lowest price.

The Government shall not pay any expenses incurred by any Offeror for the preparation and submission of a quote in response to this RFQ nor any potential revisions during the period of performance of the subsequent award.

4. Quote Preparation & Submission. The purpose of these instructions is to prescribe the format of quotes and describe the approach for the development and presentation of quote data.

They are designed to ensure the essential information required for evaluation of quotes is submitted. Offerors are cautioned to follow the instructions fully and carefully, as the Government intends to make an award based on initial offers received without exchanges.

Contractors shall address all contractor assumptions to the Contracting Officer through the Questions & Answers process prior to quote submission and shall take no exceptions. Offerors’ quotes shall be valid for 30 days after RFQ due date.

The Offeror shall prepare the quotes as set forth in the Quote Organization (Table 1) below.

The titles and contents shall be as defined in the table, all of which shall be within the required page limits as specified.

Table 1 – Quote Organization

Title & Contents ITO Paragraph

Page Limit

Cover Page 5.1

1 Page

Technical Approach 6.1 4 Pages

Price 6.2 1 Page

4.1. Discrepancies. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer (CO), but no later than three (3) days after solicitation notice, in writing with supporting rationale as well as the remedies the Offeror requests the CO to consider as related to the omission or error.

4.2. Cover Page: The Cover Page shall identify the Total Amount Proposed, CAGE Code, Unique Entity ID (UEI) Number, Point of Contact (POC) to include a telephone number, and email address for any questions regarding your quote. The POC must have authority to negotiate and legally bind your company.

4.3. Page Size & Limit. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation/review of the quote. One page is defined as 8.5 x 11-inches, single spaced, with a minimum one-inch margin on all sides. Pages shall be numbered consecutively.

4.4. Format. The font shall be Times New Roman and no less than 12 point in size. Use at least 1-inch margins on the top and bottom. Pages shall be numbered sequentially by title as indicated in table provided. When text is included within displays/graphics, it may be no smaller than 8 point, but must be clearly legible without magnification, as determined solely by the CO. The size of these displays shall not exceed the page size as defined above. Electronic copies of all quote information for each volume shall be format readable by Microsoft Office applications 2016 or later or Portable Document Format (PDF) Adobe Acrobat 9.0 or later. Data submitted in spreadsheet shall be compatible in MS Office 2010 or later.

4.5. Deviation. Any deviation from the RFQ requirements and format may result in non-consideration of the quote. Offerors are responsible for ensuring that their quote is submitted prior to the submission deadline. In the event of a dispute of quote time submission, the system generated time in the received e-mail shall serve as the official time that the quote was submitted to the Government. Late quotes will be processed in accordance with FAR Provision 52.212-1(f) Late Submissions, Modifications, Revisions and Withdrawals of Offers.

5. Communications. Communication of evaluation information between Government and Offerors will be controlled by the CO and CS. SAM.gov shall be utilized as the primary means to distribute information. The Government reserves the right to utilize email to exchange information with Offerors if deemed necessary. The Government intends issue any Amendments via SAM.gov.

6. Quote.

6.1. Technical Approach: The Offeror should be specific and complete in technical approach to meet the Government’s requirements. Legibility, clarity, and coherence are very important. Technical Acceptability is defined as the offeror’s provided capabilities as specifically as possible to the actual methodology utilized for accomplishing/satisfying the Performance Work Statement, without simply rephrasing or restating the Government's requirements but rather shall providing convincing rationale to address how the Offeror intends to meet these requirements.

Additionally, technical acceptance shall include a technical solution for meeting or exceeding the Government’s minimum performance or capability requirements. By submitting a quote, the Offeror is representing that their firm will perform all requirements specified in the solicitation.

6.2. Price: The Government anticipates a single (one) award resulting from this RFQ to the Offeror who presents the best value to the Government as defined within the Basis of

SAF/IA Country Director Support Requirement

Award. The pricing submitted should be inclusive to fully support all PWS requirements as the Government intends to award a Firm Fixed-Price (FFP) contract for this effort.

The offeror shall list a single (one) Contract Line Item for this quote as provided in the table below;

Price Table Example Contract Line Item Number (CLIN) Total Price

Air Attache Transportation Services $------.00

7. General Information.

7.1. Discrepancies. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offerors shall immediately notify the CO in writing with supporting rationale as well as the remedies the Offerors is asking the CO to consider as related to the omission or error. The Offerors are reminded that the Government reserves the right to award this effort based on the initial quote, as received, without discussions. Accordingly, Offerors are advised to submit initial quotes that are well defined and clearly acceptable without additional information, additional or substitute pages.

7.2. Responsibility Determination. Award will further be contingent upon determinations of contractor responsibility. A responsibility determination will be made by the Contracting Officer. The agency may obtain a System of Award Management (SAM), the Past Performance Information Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), and Supplier Performance Risk System (SPRS) per DFARS 252.204-7024 and/or any other source to ensure that the awardee is registered in SAM, is not debarred, and is a responsible Offeror.

7.3. Basis for Award: The Decision Authority shall select the source whose quote offers the best value to the Government in accordance with the established criteria.

Specifically, the Government intends to reward to the lowest priced offeror that meets the Government’s requirements in accordance with the established criteria stated herein.

7.4. Availability of funds: In accordance with FAR 52.232-18, funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.