Attachment 3 - Amended Version 1_Instruction to Offerors.pdf

INSTRUCTIONS TO OFFERORS

The Government anticipates a single award, to one (1) responsible, responsive offeror for the commercial items/services listed within this solicitation. The Government intends to issue a Firm Fixed Price Purchase Order (PO), resulting from this solicitation.

Award decision will be made using the ‘best value’ Lowest Price Technically Acceptable (LPTA), source selection process Tradeoff process, based on both price and non-price factors. A tradeoff process is appropriate when it may be in the best interest of the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror. Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards of non-cost factors.

Failure to include all required information, in detail, may be caused to find an offeror’s bid non-responsive.

The Government intends to evaluate proposals without exchanges to offerors (except clarifications).

However, the Government reserves the right to conduct exchanges with offerors, if determined by the Contracting Officer to be necessary, after receipt of any proposal. The Government reserves the right to make no award at all as a result of this solicitation.

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

All offerors must possess an ‘active’ System for Award Management (SAM) registration at the time of proposal submission. The offerors DUNS number must list within the proposal.

Offerors shall submit a quote that is legible and comprehensive enough to provide the basis for a sound evaluation by the Government. Information provided shall be precise, factual, and complete. Legibility, clarity, completeness, and responsiveness are of the utmost importance. Quotes shall be in the form prescribed by, and shall contain a response to, each of the areas identified. Any quote that does not provide, as a minimum, that which is required in this solicitation may be determined to be substantially incomplete and not warrant any further consideration.

The Service Contract Act (SCA) is applicable to this contract and it includes SCA applicable labor categories. The prices for the indicated 11150 SCA labor categories are based on the U.S.

Department of Labor Wage Determination (WD) Numbers for Jefferson county in the state of Colorado.

The prices offered are based on the preponderance of where work is performed. Wage determination information can be found at https://beta.SAM.gov .

• Wage Determination No.: 2015-5420, Revision No.: 14 https://beta.sam.gov/

IMPORTANCE OF EVALUATION FACTORS

All Non-Price evaluation factors, other than price, when combined, are approximately equal in importance. The Government may elect to accept other than the lowest priced quotation when the perceived benefits of a higher priced quotation merit the additional cost.

All Non-Price evaluation factors, when compared to price, are considered equal in importance.

NON-COST FACTORS AND COST

Proposals must include an ‘acceptable’:

Technical Approach/Plan -

How the offeror intends to complete the Government’s request and each aspect of the SOW.

The method(s) the offeror will use to assure the requirements in the Statement of Work (SOW) are met, and the processes or steps that the offeror will implement to ensure the Government’s desired outcome(s) for the project

Quality Assurance Plan – How the offeror intends to ensure that the Government is satisfied with the services that are being performed.

DESCRIPTOR DEFINITION

Acceptable Conformance to the requirements of this solicitation.

Unacceptable Does not conform to the requirements of this solicitation.

Prior Experience – Prior Experience is factual, documented information about specific work the offer has performed.

The offeror’s quotation shall address the following criteria:

Offeror’s shall provide information for at least three (3) projects, completed within the last three

(3) years, of similar size and complexity. Details must include the date of the service, the name and location of the client, contact name and telephone number, and a description stating the services that were performed.

Cost/Price - Price reasonableness and completion of attached – Pricing Worksheet.

EVALUATION APPROACH

All quotations shall be subject to evaluation to determine the offeror’s ability to provide disinfecting services to support the requirements discussed in the Statement of Work. The evaluation process will consider the following:

Technical Approach/Plan Evaluation The Technical Approach/Plan evaluation will assess the validity of the offeror’s understanding of the requirements listed in the SOW and RFP. Proposals will be reviewed in in order to determine the level of probability that the offeror can successfully meet the intended objectives, and the inherent risk associated with each offer. The technical evaluation is relied upon for assessing the risk of meeting the performance parameters established by the government.

Technical Approach Evaluation Factor Rating Definitions:

Excellent Proposal indicates an exceptional understanding of the requirements and contains multiple strengths. The proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would exceed our expectations

Good Proposal indicates an exceptional understanding of the requirements and contains at least one strength. The proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would satisfy, or be better than, our expectations.

Acceptable Proposal meets requirements and indicates and adequate understanding of the requirements. The contracting officer found that the proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would moderately meet our expectations.

Unacceptable Proposal does not meet the requirements of the solicitation and contains one or more deficiencies. Proposal is unawardable.

(*Definition: RFP – Request for Proposals)

Quality Assurance Plan The Quality Assurance Plan evaluation will assess the offerors ability to ensure that the Government is satisfied with the level of work for services performed under this contract and are meeting quality standards. This evaluation will also assess the offerors plan for correcting any issues or deficiencies during the term of the contract.

Quality Assurance Evaluation Factor Rating Definitions

Excellent Proposal indicates an exceptional understanding of the requirements and contains multiple strengths. The proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would exceed our expectations

Good Proposal indicates an exceptional understanding of the requirements and contains at least one strength. The proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would satisfy, or be better than, our expectations.

Acceptable Proposal meets requirements and indicates and adequate understanding of the requirements. The contracting officer found that the proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would moderately meet our expectations.

Unacceptable Proposal does not meet the requirements of the solicitation and contains one or more deficiencies. Proposal is unawardable.

Prior Experience Evaluation Approach The Prior Experience evaluation will assess the validity of the offeror’s prior history of providing services similar to those of this solicitation. This evaluation will assess the relative risks associated with the likelihood of success of an offeror in performing the solicitation requirements as indicated by that offeror’s record of prior experience. The Government will assess the recent, relevant work history for each offeror. Offeror’s without a record of relevant experience, or for whom no experience information is available, will not be rated favorably or unfavorably in this evaluation. A risk assessment will be made based on the following criteria:

Prior Experience Factor Rating Definitions

Low Risk Offerors has demonstrated substantial relevant prior experience and quality in all task areas within the applicable solicitation. Based on the Offeror's performance record, essentially no doubt exists that the Offeror will successfully perform the required efforts. Little or no Government oversight is expected to be required in achieving the proposed level of performance.

Moderate Risk Offeror has demonstrated some relevant prior experience in all task areas within the applicable solicitation. Offeror has experienced some quality problems in some of the relevant prior experience. Based on the Offeror's work history, some doubt exists that the Offeror will successfully perform the required efforts. Some Government oversight is expected to meet the contract requirements.

High Risk Offeror has not demonstrated relevant experience in all task areas within the applicable solicitation. Offeror has experienced substantial quality problems in some of the relevant task areas. Based on the Offeror's prior experience record, extreme doubt exists that the Offeror will successfully perform the required efforts. Regardless of the degree of Government oversight or intervention, successful performance is extremely doubtful.

Unknown Risk No prior experience records identifiable (see FAR l5.305(a)(2) (iv)) within the majority of the task areas in the applicable solicitation.

AWARD STRUCTURE – BASE SITES

The base award will include services to be performed, in accordance with the SOW, at the locations listed below. The base award will be for a period of performance of 90 days, with three (3) optional ninety (90) day periods to extend.

• Bldg 710A - Denver Federal Center

• Bldg 710, Basement & Sub-Basement Level - Denver Federal Center

• Bldg 20, D-Wing – Denver Federal Center

• 755 Parfet – Lakewood

AWARD STRUCUTURE – OPTIONAL SITE

There is one (1) additional site that will be included in the award as an optional line item. Once this optional line item has been exercised, services will be performed in accordance with the SOW at the location listed below. The optional site will have a period of performance of 90 days, with three (3) optional periods to extend.

• Bldg 20, Closeout Center – Denver Federal Center

Please note, it is undetermined at this time as to when the Optional Site will be exercised. The Government will attempt to provide the contractor with at least seven (7) day notice prior to exercising the line item for the optional site.

The total combined proposed price for all sites, base and optional, will be used for as the basis of award cost evaluation factor.

SITE VISIT

A site visit of all FEMA facilities to be cleaned in accordance with the attached SOW will be held on Tuesday, July 7, 2020 from 9:00 a.m. MST – 11:00 a.m. MST, meeting at Building 710 located on the Denver Federal Center. This will be the only site visit held for this requirement. Please arrive on time.

Those arriving after the site visit has commenced will not be allowed to join as we will be moving throughout the facility. All visitors will require a FEMA escort while in the facility.

Those who would like to attend must email the Contracting Officer, Crystal Garcia, at crystal.garcia@fema.dhs.gov NLT than Monday, July 6, 2020 at 3:00 p.m. MST, with your company name and names of each individual that will be in attendance.

Please note the following procedures are mandatory in order to entire the facility and for the duration of the site-visit:

• All individuals must undergo a temperature screening (either self-assessed or by a FEMA employee). The individual’s forehead will be scanned. At no point in time will the thermometer come into contact with the individual.

o If the individual’s temperature is lower than 100.4 degrees Fahrenheit, the individual will be given a wristband, sticker, or verbal confirmation that they are allowed to enter the facility.

o If the individual’s temperature is higher than 100.4 degrees Fahrenheit, the individual will not be permitted to enter into the facility.

• All individuals must wear a face mask or covering, covering their nose and mouth while in the facility and when social distancing cannot be maintained.

• No photographs will be permitted during the site visit, either inside or outside of the facility.

• The FEMA facilities and the Denver Federal Center are considered secure locations.

o As such, all individuals must have a photo I.D. Both the individual and the individual’s possessions are subject for search. Vehicles entering the Denver Federal Center are subject to search.

QUESTIONS

Questions shall be submitted via email to the Contracting Officer, Crystal Garcia at Crystal.Garcia@fema.dhs.gov NLT July 9th, 2020 at 8:00 a.m. MST.

SUBMISSION OF PROPOSALS

FEMA will only accept electronic submissions. No mailed or hand delivered submissions will be accepted or considered.

All proposals shall be submitted via email to the Contracting Officer, Crystal Garcia at Crystal.Garcia@fema.dhs.gov NLT July 10th, 2020 at 8:00 a.m. MST.

MILESTONE DATES

• Submit Information for Site Visit – July 6, 2020, NLT 3:00 p.m. MST

• Site Visit – July 7, 2020, 9:00 a.m. to 11:00 a.m. MST

• Questions Due – July 9, 2020, 8:00 a.m. MST

• Proposals Due – July 10, 2020, 8:00 a.m. MST

• Tentative Award – July 10, 2020 July 13, 2020 mailto:crystal.garcia@fema.dhs.gov mailto:Crystal.Garcia@fema.dhs.gov mailto:Crystal.Garcia@fema.dhs.gov

• Start Date – July 15, 2020

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Prior Experience Factor Rating Definitions