Instructions to Offerors_Evaluations_03202023.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 within 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?

[ ] Have you acknowledged any amendment (s), if applicable?

[ ] Have you included the requested information required for responding to the Special Standards of Responsibility?

B. TYPE OF ACQUISITION: This acquisition is a competitive solicitation. Award will be made to the Lowest Priced Offeror that meets the General and Special Standards of Responsibility in accordance with the requirements. Multiple awards 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 one-hundred-twenty (120) 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. PROPOSAL SUBMISSION INSTRUCTIONS:

Submission via email to: Ralph.Crum@va.gov Subject line: 36C7862350059_Company Name Submission deadline: March 30, 2023, 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.

· Any questions must be submitted via email by March 28, 2023, 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.

H. SPECIAL STANDARDS OF RESPONSIBILITY (SSR): To assist the Contracting Officer in determining if the special standards of responsibility applicable to this procurement are met, Offerors are asked to provide the following information with their proposals. Failure to include this information could result in a Contracting Officer’s determination that an otherwise successful Offeror is not eligible for contract award.

SSR I: QUALIFICATION/AVAILABILITY OF KEY PERSONNEL

1. SITE SUPERVISOR: The Site Supervisor with a minimum of four (4) years of grounds maintenance and supervisory experience. The cemetery is requesting a copy of the site supervisor’s resume and any special certifications that him/her and their personnel have in grounds maintenance. Example. Chemical applications (herbicide, pesticides, etc.) license in the state of IL to apply chemicals and the proper equipment to apply it. Site Supervisor will need to be on site everyday work is being done and will speak fluent English.

2. WORK CREW. Work crew consist of a minimum of fifteen (15) employees. Provide roster of employees and confirm that the minimum number of employees will be available to perform services on the effective date of the award.

SSR II: EQUIPMENT AND PRODUCTS TO BE USED

1. EQUIPMENT: Provide a list of all equipment that will be used for mowing, trimming, chemical application, and snow removal. The equipment should not be older than 10 years old. The list is to include but no limited to mowers, trimmers, edgers, plows, snow blowers, salt spreader truck, etc.

2. PRODUCTS: Provide a list of products that will be used for chemical applications, snow removal and grounds maintenance (i.e., seed, salt fertilizer, pesticides, etc.).

SSR III: MISCELLANEOUS

1. A stated commitment by the contractor that they will attend the mandatory meeting with the cemetery to go over the mowing, trimming, chemical application, and snow removal plans no later than two weeks prior to mobilization and startup of the contract.

2. A stated commitment by the contractor that the Site Supervisor and work crew are ready to provide services onsite May 1st (tentative based on award of contract).

(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 proposed price does not exceed the amount of funding available for the procurement, whose proposed price is found to be reasonable, and whose proposal is found to be acceptable when considering the non-price evaluation factor described below. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standard of responsibility will not be eligible to receive contract award.

EVALUATION FACTOR (NON-PRICE): COMPLIANCE WITH SOLICITATION REQUIREMENTS. To be considered “acceptable” for this factor, the offeror’s proposal must not take exception with any of the requirements for this procurement specified in the solicitation.

SPECIAL STANDARDS OF RESPONSIBILITY: This following special standard of responsibility apply to this procurement:

SSR I: QUALIFICATION/AVAILABILITY OF KEY PERSONNEL

1. SITE SUPERVISOR: The Site Supervisor with a minimum of four (4) years of grounds maintenance and supervisory experience. The cemetery is requesting a copy of the site supervisor’s resume and any special certifications that him/her and their personnel have in grounds maintenance. Example. Chemical applications (herbicide, pesticides, etc.) license in the state of IL to apply chemicals and the proper equipment to apply it. Site Supervisor will need to be on site everyday work is being done and will speak fluent English.

2. WORK CREW. Work crew consist of a minimum of fifteen (15) employees. Provide roster of employees and confirm that the minimum number of employees will be available to perform services on the effective date of the award.

SSR II: EQUIPMENT AND PRODUCTS TO BE USED

3. EQUIPMENT: Provide a list of all equipment that will be used for mowing, trimming, chemical application, and snow removal. The equipment should not be older than 10 years old. The list is to include but no limited to mowers, trimmers, edgers, plows, snow blowers, salt spreader truck, etc.

4. PRODUCTS: Provide a list of products that will be used for chemical applications, snow removal and grounds maintenance (i.e., seed, salt fertilizer, pesticides, etc.).

SSR III: MISCELLANEOUS

3. A stated commitment by the contractor that they will attend the mandatory meeting with the cemetery to go over the mowing, trimming, chemical application, and snow removal plans no later than two weeks prior to mobilization and startup of the contract.

4. A stated commitment by the contractor that the Site Supervisor and work crew are ready to provide services onsite May 1st (tentative based on award of contract).

(B) EVALUATION PROCESS: Proposals will be evaluated in the following manner. The lowest-priced proposal will be identified. The lowest-priced proposal will be evaluated to determine if the proposed price exceeds the amount of funding available for the procurement. If the proposed price does not exceed the amount of funding available for the procurement, the proposed price will be evaluated to determine if it is reasonable. If the proposed price is found to be reasonable, the proposal will be evaluated to determine if the proposal takes exception with any of the requirements for this procurement specified in the solicitation. If the proposal does not take exception with any of the requirements for this procurement, the offeror who submitted this proposal will be identified as the “successful offeror.” The Contracting Officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility 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 Contracting Officer may find all proposals not acceptable and cancel the solicitation if the lowest-priced proposal exceeds the amount of funding available for the procurement. The Contracting Officer may likewise find a proposal under evaluation, as well as all remaining proposals, not acceptable and cancel the solicitation if the proposal currently under evaluation exceeds the amount of funding available for the procurement. The Government intends to evaluate proposals 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 proposals 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 proposal 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).

(D) ACCEPTANCE OF OFFER: 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)