J.2 Instructions to Quoters and Basis for Award (L&M).docx

Supplies, Services, and Material Management Division

www.aoc.gov

Instructions to Offerors and Basis for Award

AOCSSB26R0062

U.S. BG Conservatory Doors Release Date: 7/21/2026 The Architect of the Capitol (AOC), Supplies, Services, and Material Management Division (SSMMD) is issuing Request for Proposals (RFP) # AOCSSB26R0062 for U.S. BG Conservatory Doors. It is anticipated that this RFP will result in a Firm Fixed Price Contract to a responsible Offeror actively registered in the System for Award Management (SAM) and whose proposal provides the overall best value to the AOC in accordance with the requirements set forth by this solicitation and the Statement of Work (SOW). This solicitation will use the procedures in AOC Contracting Manual § 9.1 Negotiated Acquisitions.

The North American Industry Classification System (NAICS) codes for this requirement is 238290 - Other Building Equipment Contractors. The Product Service Code is J056, Maintenance, Repair, and Rebuilding of Equipment- Construction and Building Materials.

The period of performance (PoP) will be as follows:

The period of performance of this requirement is anticipated from contract award:

1. 12-month base period with four option year periods.

The List of Attachments is in Section J of Standard Form 33 (SF33).

L.1 RFP GENERAL CONDITIONS

The submission of a proposal to the Government shall constitute the proposal’s acknowledgement, agreement and compliance with the terms and conditions of the RFP. The Government will not be obligated to pay any cost incurred by a contractor in the preparation and submission of a proposal. Offerors are cautioned to ensure that their proposal submissions are complete and reflective of the evaluation criteria and requirements described herein. Offerors are encouraged to provide their best terms with their initial proposal submission. Offerors shall not assume that the Government will afford an opportunity to clarify, discuss, or revise a proposal. The Government reserves the right to conduct discussions if it determines that it is in the best interest of the Government.

Proposals shall be valid for 90 days from the date of final proposal submission.

Any exceptions or conditional assumptions taken with respect to the requirements outlined in the RFP or SOW shall be fully explained in the proposal’s Introductory Letter. The Government cautions Offerors that taking exception to any term or condition may render their proposal non-responsive and the proposal will be ineligible for award, unless the RFP expressly authorizes such an exception with regards to a specific term or condition.

L.2 QUESTIONS AND PROPOSAL SUBMISSIONS

All correspondence in conjunction with this solicitation, including questions and proposal submittals, shall be directed to the Contracting Officer, Tim Nyberg, via e-mail at tim.nyberg@aoc.gov. E-mail messages shall not exceed 15 MB.

L.2.1 Questions Due Date Questions about the technical or contractual details of this procurement must be submitted in writing via e-mail by 8/4/2026 at noon EST . When submitting questions, please include the RFP #, Company Name and the word “Questions” in the subject line of the email. For example, “AOCSSB26R0062_ ABC Inc. Questions”. Questions submitted after this cut off will be responded to at the discretion of the Contracting Officer.

Answers to questions will be provided as an amendment to the RFP.

L.2.2 Proposal Due Date Proposals must be received no later than 8/20/2026 by noon EST. When submitting your final proposal, please include the RFP #, Company Name and the word “Proposal” in the subject line of the email. For example, “AOCSSB26R0062_ ABC Inc. proposal”. Proposals received after this date and time shall be considered late and shall not be accepted by the Government unless it is determined to be in the best interest of the Government.

L.3 VOLUMES AND ORGANIZATION

Proposals shall be clearly and concisely written, as well as being neat, indexed and logically assembled as described herein. Offerors are advised to supply all information in the sequence and format specified in the table below. The submitted proposal must provide a sufficient basis for a thorough evaluation and contain the information necessary for evaluation. The Government will not assume the offeror possesses any capability, understanding, or commitment not specified in the proposal. The proposal must not merely repeat the solicitation and Statement of Work requirements, but rather must provide convincing documentary evidence in support of conclusive statements of how contract requirements will be met.

Proposals shall be prepared in separate volumes: Volume I – Technical and Volume II – Price. The offeror shall provide the requested information within the designated volume evaluation factor. Any requested information placed outside of the designated location shall not be considered or evaluated under that evaluation factor regardless of whether it is located somewhere else in the proposal. In order for the technical proposal to be strictly evaluated on the merit of the material submitted, Volume I and Volume II shall be submitted as separate documents. Pricing is prohibited in, and shall be omitted from, Volume I. Each volume shall be indexed by evaluation factor.

Volumes shall be organized in the following manner:

All pages in Volume I, except the introductory letter, shall include page numbering.

Content which is outside the Page Limits in the above chart will not be considered by the Government during evaluations.

Table of contents does not count towards the page count.

L.3.1 Paper Size and Formatting All responses to solicitations must be submitted electronically as described below. Responses submitted in a paper form are unacceptable. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to noncompliance with the terms of the solicitation. You must submit your electronic proposal, and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below.

In addition, contractors are notified of the award via an electronic Notice of Award e-mail. The award document will be attached to the Notice of Award e-mail.

Acceptable Electronic Formats (Software) for Submission of proposals

1. Files readable using the current Microsoft* Office version Products: Word, Excel, PowerPoint, or Access. Spreadsheet documents must be sent in a format that includes all formulas, macro, and format information. Print or scan images of spreadsheets are not acceptable. Please see security note below for caution regarding use of macros.

2. Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater.

3. Other electronic format. If you wish to submit a proposal using another format other than described in these instructions, e-mail the Contracting Officer who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your proposal.

4. .zip files are not accepted.

E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as proposals.

a. Subject Line: Include the solicitation number, name of company, and closing date of solicitation.

b. Size: Maximum size of the e-mail message shall not exceed five (15) megabytes. Only one email is permitted unless otherwise stated in this paragraph or in writing by the Contract Officer submitting the solicitation.

Each emailed electronic proposal must include everything that is requested in the solicitation.

The proposal will be date and time stamped by the Microsoft Outlook Email system will be the official record of receipt for the submission.

The proposal shall be clearly and concisely written, as well as being neat, indexed and logically assembled as described herein. The proposal shall use the attached specification/pricing lists. The proposal is allowed to propose an alternate method of pricing in their proposal, and if the alternate method is accepted and advantageous, the government could incorporate the contractor proposed method of pricing into the contract. (Contractor must still complete the included pricing format as well.)

Written materials shall be submitted 1 sided single spaced pages using standard 8 ½” x 11” size paper with a minimum of 1” margins. Font size shall be Times New Roman or Calibri with a minimum of 12-point size for text and 10-point size for tables and graphics.

L.3.2 Introductory Letter The following introductory information is required before the first index of Volume I:

· RFP Number & Title;

· Name and address of proposal;

· Unique Entity Identifier (UEI) & cage code;

· NAICS / PSC;

· Name, telephone number & e-mail address of proposal’s main point-of-contact;

· Date of submission;

· Name, title and signature of authorized representative;

· All technical factor assumptions to the RFP and SOW shall be identified in this section. Pricing assumptions shall be identified in Volume II. Exceptions identified in other areas of the proposal will not be considered.

Do not include any other information other than the items listed above in your Introductory Letter.

L.3.3 Standard Form 33 The proposal shall complete Page 1 of the SF33 and all the provision fill-ins under Section K - Representations, Certifications, and other Statements of Offerors or Respondents. The entire form shall be returned in PDF format in Volume II. Any SF-30 associated with any amendments to this RFP shall be signed by the proposal and included in Volume II as well.

L.3.4 Factor 1 – Technical Approach The proposal shall provide a technical approach plan in a narrative format that describes the proposal’s approach to managing and executing the requirements of the SOW. Offerors are cautioned that the submitted approach will be contractually binding.

The Technical Approach narrative shall reflect key management approaches, policies, and procedures to be implemented to ensure exceptional project management, delivery and quality control to complete the contract on-time, within budget and provide an approach which meets the requirements of SOW.

L.3.5 Factor 2 – Price Offerors shall fill in Attachment J.3 – Pricing Sheet. Offerors shall include prices for all items listed in the pricing schedule and include all costs associated for work in the specifications, whether or not specifically listed in the pricing schedule. In the absence of adequate price competition a cost realism analysis may be performed, and other than certified cost and pricing data may be required.

The offeror is allowed to propose an alternate method of pricing in their proposal, and if the alternate method is accepted and advantageous, the government could incorporate the contractor proposed method of pricing into the contract. (Contractor must still complete the included pricing format as well.)

In addition to completing the pricing schedule included, offerors must provide an itemized cost proposal showing the breakdown of all unit pricing, and how costs were determined.

M.1 BASIS FOR AWARD

Evaluations will be conducted in accordance with the procedures defined below.

Offers will be ranked by price lowest to highest, the Government will evaluate the lowest priced offer for technical acceptability first, if found technically acceptable, evaluations will stop and award will be make to this lowest priced offer in accordance with the Lowest Priced Technically Acceptable best value determination. If not, the next lowest priced offer will be evaluated for technical acceptability, and so on, until a technically acceptable offer is identified.

The Government will make an award to the offeror whose proposal represents the best value to the Government. Within the best value continuum, the Government will use the Lowest Priced Technically Acceptable method in evaluating the proposals approved for evaluation. The Government will reserve the right to make an award without discussions if there is a fully acceptable proposal received in the initial submissions. If not, the Government may enter into discussions with offerors. The Government also reserves the right to make no award.

Non Price Factors:

Factor 1: Technical Approach

Price Factors:

Factor 2: Price The evaluation criteria for each factor is as follows:

M.1.1 Factor 1 – Technical Approach The Government will evaluate the offeror’s Technical Approach to determine the offeror’s understanding of the requirement and method for completion, and determine if it’s acceptable.

Acceptability will be determined by:

A. Whether the Offeror demonstrates the capability and resources to successfully accomplish the tasks described within the timeframes outlined in the SOW.

B. Whether the Offeror demonstrates a clear understanding and technical mastery of the tasks described in the SOW.

M.1.5 Factor 5 – Price The offeror’s price proposal shall be evaluated for price reasonableness to prevent the Government from paying too much for the services outlined in the SOW. Additionally, a price realism analysis may be performed to determine whether an offeror’s price is unrealistically low. An unrealistically low proposal may question whether an offeror fully understands the size, magnitude, complexity, and scope of service outlined in the SOW. An unrealistic price proposal may serve as a rejection for the proposal.

The offeror’s proposal will be evaluated for unbalanced pricing utilizing price analysis techniques. The Government may determine that a proposal is unacceptable if the prices proposed are materially unbalanced. A proposal may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

Price will not be rated adjectivally, but will be evaluated based on a comprehensive review. Price proposals shall be evaluated with respect to accuracy and completeness based on information submitted in the offeror’s written submission. This process will involve verification that figures are correctly calculated, prices are presented in the requested format, and that proposed rates and any applicable discounts are accurate. Additionally, the Government may utilize one or more of the following methods to evaluate price:

M.2 RATING AND DEFINITIONS

The Government will evaluate non-price factor using the following definitions:

Architect of the Capitol | Supplies, Services, and Material Management Division Ford House Office Building, Room H2-263 | Washington, DC 20515 | 202.226.2557 | www.aoc.gov

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