UPDATED_Instructions.pdf

INSTRUCTIONS

VOLUME I: TECHNICAL QUOTE

Pricing Information shall NOT appear anywhere in the Technical Volume (I), which shall address only the technical requirements.

Page limit: Fifty (50) pages

The Government’s evaluation of the quotation will be based on the demonstrated capabilities of the prospective offerors in relation to the needs of the project as set forth in the RFQ. The merits of each quotation will be evaluated carefully. Each quotation must document the feasibility of successful implementation of the requirements of the RFQ. Offerors must submit information sufficient to evaluate their quotations based on the detailed factors listed below. Proposals will be technically evaluated in accordance with the Evaluation Factors section for Award of this RFQ.

VOLUME II: PRICING

Your price quote shall be a separate volume from your technical quote. All costs must be included in the quote.

The offeror shall provide Key Personnel and Core Staff to perform the duties of this contract. The following labor categories and hours are an estimate based on historical data:

Asterisk (*) denotes key personnel.

Labor Category Qty Total Hours

Project Director 1 120

*Project Manager ‐ Operations 1 1880

*Project Manager ‐ Reservations 1 1880

*Senior Event Coordinator (2

Individuals) 2 3760

*Senior Reservationist / Conference

Specialist (2 Individuals) 2 3760

Conference Support Specialist ‐

Movers (3 Individuals) 3 5640

Call Center Specialist (2 Individuals) 2 3760

Note 1: Option to increase up to 20% shall be included with base and all option years.

Optional item will NOT be funded on award. Optional item will ONLY be funded in full or partially if/as required.

Uniform cost assumptions – Other Direct Costs (ODC). The following uniform cost assumption shall be used by all offerors when preparing their cost proposal for the ODC line item. This cost assumption is $70,000 for the base year and each subsequent option year.

This is a follow-on contract requiring work that is specialized in nature and requires a skilled and experienced work force that has matured along with increased complexity/requirements. It is in the government’s interest to retain key personnel pursuant to E.O 13495 and FAR Subpart 22.12 NONDISPLACEMENT OF QUALIFIED WORKERS UNDER SERVICE CONTRACTS Incumbent workers shall be offered first right of refusal for employment at equivalent to or above current wages and benefits unless proper justification to the contrary can be expressed. A job offer made by a successor offeror shall be a bona fide express offer of employment on the contract. Each bona fide express offer made to a qualified service employee on the predecessor contract must have a stated time limit of not less than 10 days for an employee response. Prior to the expiration of the 10-day period, the offeror is prohibited from offering employment on the contract to any other person, subject to the exceptions at FAR 22.1203-5. Any question concerning an employee’s qualifications

Option to increase ‐ Project Director 1 20

Option to increase ‐ Project Manager ‐

Operations 1 376

Option to increase ‐ Project Manager ‐

Reservations 1 376

Option to increase ‐ Senior Event

Coordinator (2 Individuals) 2 752

Option to increase ‐ Senior

Reservationist / Conference Specialist

(2 Individuals) 2 752

Option to increase ‐ Conference

Support Specialist ‐ Movers (3

Individuals) 3 1128

Option to increase ‐ Call Center

Specialist (2 Individuals) 2 752

OVERTIME HOURS NTE

Project Manager ‐Project Manager ‐

Operations 1 16

Project Manager ‐ Reservations 1 16

Senior Event Coordinator (2

Individuals) 2 32

Senior Reservationist / Conference

Specialist (2 Individuals) 2 32

Conference Support Specialist ‐

Movers (3 Individuals) 3 48

Call Center Specialist (2 Individuals) 2 32

OPTIONAL ITEMS ‐ TO INCREASE EFFORT UP TO 20%

shall be decided based upon the individual’s education and employment history, with emphasis on the employee’s experience on the predecessor contract, and an offeror may utilize employment screening processes only when such processes are provided for by the contracting agency, are conditions of the service contract, and are consistent with the Executive Order. An offer of employment will be presumed to be bona fide even if it is not for a position similar to the one the employee previously held, but is one for which the employee is qualified, and even if it is subject to different employment terms and conditions, including changes to pay or benefits. (See 29 CFR 9.12(b) for regulatory provisions addressing circumstances in which a bona fide offer of employment can occur.)

The offeror is responsible for providing the labor mix, categories and number of personnel to successfully perform the requirements of this SOW. This includes the on-site personnel and possible off-site personnel that will be utilized for performance under this contract. The offeror shall provide their proposed personnel resources in their proposal package. No changes of proposed personnel are permitted without Government approval.

FAILURE TO PROPOSE PRICING FOR EACH LINE ITEM MAY RESULT IN ELIMINATION FROM

CONSIDERATION OF THE AWARD.

OVERAL PRICING MUST INCLUDE:

TOTAL ESTIMATED PRICE FOR BASE YEAR: __________

TOTAL ESTIMATED PRICE FOR OPTION YEAR 1: __________

TOTAL ESTIMATED PRICE FOR OPTION YEAR 2: __________

TOTAL ESTIMATED PRICE FOR OPTION YEAR 3: __________

TOTAL ESTIMATED PRICE: _______________________________

VOLUME III: PAST PERFORMANCE INFORMATION

The offeror shall provide 3 references. Short synopsis of relevant services provided, including company name, individual’s name, telephone number, and email address.

Data to be submitted shall include administrative data on prime and subcontract efforts on similar work performed as outlined in the Statement of Work. Emphasize efforts on similar contracts with the Government but you may provide data on similar non-Government efforts of comparable scope and complexity. Provide information for any and all contracts you have had terminated, in whole or in part, for any reason, during the past three years.

ADDITIONAL RFQ SUBMISSION INFORMATION

INVOICES

Invoices shall be submitted MONTHLY or QUARTERLY in arrears upon completion of service.

FORMATTING

Each page shall by Letter size of 8.5 x 11 inches with 1-inch margins. Paragraphs single spaced. Minimum font size and style of 10-point Times New Roman for Text, 9-point font in the Arial family for Tables, and 8-point font in the Arial family for Graphics. Tables and graphics may be landscape formal; all other text must be portrait format.

If the offeror uses a different format (font size, margin, etc.), the government reserves the right to adjust the quote to fit the parameters of the format as stated in the RFQ; and if this results in the quote exceeding the page limitations in any one area, the government will not consider those excess pages.

The quotes shall utilize the Microsoft word, excel, or PDF.

Evaluation of past performance and price will only be conducted on those quotes found to be technically acceptable.

EVALUATION FACTORS

TECHNICAL EVALUATION FACTORS:

The evaluation factors are used by the technical evaluation committee when reviewing the technical quotations.

1. Technical Approach

2. Corporate Experience

3. Key Personnel and Other Personnel

4. Proposed Quality Control Plan

CRITERION 1: TECHNICAL APPROACH

Demonstration of capability, resources, technical expertise and experience, and the ability to plan, organize, and leverage those resources and experience in a coordinated and timely fashion necessary to meet the Government’s requirement as outlined in the Statement of Work.

CRITERION 2: CORPORATE EXPERIENCE

Sub-factor 1: Corporate experience

Demonstration of relevant corporate experience providing day to day continuity of operations and experience in management of operations, as well as contingency plans pertaining to responses in emergency situations which may put the facility in jeopardy for continuity of operations.

Sub-factor 2: Draft phase-in plan

Adequacy of a plan for successful transition of all work currently being provided to NIAID by the incumbent contractor.

Sub-factor 3: Staffing plan

Ability to recruit and maintain experienced and qualified supervisors/technicians.

CRITERION 3: KEY PERSONNEL AND OTHER PERSONNEL

The proposed key personnel must have the experience and technical skills listed in the Statement of Work. Offeror shall demonstrate adequate and accurate description on names, titles and proposed duties of additional personnel performing under this contract. Resumes are required for the proposed

Key Personnel positions. The Offeror shall include letters of commitment for all Key Personnel not currently employed by the offeror, as well letters of commitment for all subcontractors.

CRITERION 4: QUALITY CONTROL PLAN (QCP)

Sub-factor 1: Provide draft QCP

Address how the offeror will ensure consistent and open communications with the project officer, COR, and contracting officer, the quality of all services provided, timeliness, and accuracy of all reports and deliverables, and cost control. The offeror shall also demonstrate their ability and experience in implementing industry recognized quality control or quality management plans.

Sub-factor 2: Problem remediation

Address how problems will be remediated and how these problems will be prevented in the future.

RATING SYSTEM

Quotations will be evaluated by the technical evaluation committee using the following adjectival rating system:

Adjectival Rating

Definition

Excellent

The Offeror's response to the topic is comprehensive and demonstrates a thorough understanding of the full range of requirements and work effort. Few, if any, areas for improvement can be cited. The combined impact of the strengths far outweighs the combined impact of the weaknesses and risks. The quotation demonstrates the capability to support the Government's needs.

Good

The Offeror's response to the topic is fully acceptable and appropriately responds to the full range of requirements and work effort. Some minor weaknesses are noted. The combined impact of the strengths outweighs the combined impact of the weaknesses and risks. The quotation demonstrates the capability to support the Government's needs.

Satisfactory

The Offeror's response to the topic is appropriate and addresses adequately the full range of requirements and work effort. Although there may be some weaknesses, risks, and areas in need of improvement, they are offset by strengths in other areas. The quotation demonstrates the capability to support the Government's needs.

Marginal

The Offeror's response does not respond adequately to the full range of requirements and work efforts. Offeror's response is deficient in several areas with no corresponding offset in other areas. The combined impact of the weaknesses and risks outweighs the combined impact of the strengths. The quotation demonstrates the capability to support the Government's needs.

Unsatisfactory

The Offeror's response does not demonstrate a satisfactory understanding of the requirements and work efforts. The combined impact of the weaknesses and risks far outweighs the combined impact of the strengths. The quotation does not demonstrate the capability to support the Government's needs.

Attachment 4 7 | P a g e

PAST PERFORMANCE FACTOR

The Government will evaluate the offeror's past performance based on information obtained from references provided by the offeror, other relevant past performance information obtained from other sources known to the Government, and any information supplied by the offeror concerning problems encountered on the identified contracts and corrective action taken.

The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror's likelihood of success in performing the acquisition requirements as indicated by that offeror's record of past performance.

PRICE EVALUATION

Offeror’s price quotation will be evaluated for reasonableness. For a price to be reasonable, it must represent a price to the government that a prudent person would pay when consideration is given to prices in the market.