Attachment 4_Instructions to Offerors.pdf

Combined Synopsis/Solicitation #R819092024C Attachment 4 – Instructions to Offerors

Instructions to Offerors

A single firm fixed price purchase order will be awarded as a result of this request to the single, responsible, responsive offeror whose proposal conforms to the solicitation requirements, and provides the “Best Value” to the Government based on both price and non-price factors. Failure to include all required information, in detail, may be cause to find an offeror’s bid nonresponsive.

The Government intends to evaluate proposals and award one (1) contract.

Discussions will only be held if the Contracting Officer deems this to be in the best interest of the government. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

Offerors shall submit a proposal 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. Proposals shall be in the form prescribed by, and shall contain a response to, each of the areas identified. Any proposal 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 Government has the right to cancel this solicitation at any time.

All offerors submitting a proposal in response to this solicitation are required to be registered in the System for Award Management (SAM) in order to be considered for award. Offerors must have an “active” SAM registration at the time of proposal submission. Registration information can be located at www.sam.gov.

To be eligible for award Offerors must be found responsible in accordance with Federal Acquisition Regulation (FAR) 9.101.

This requirement is set-aside for small businesses.

Magnitude of Project (Equipment and Services) – To assist offerors with assessing the magnitude of the project the government estimates that approximately $90,000 to $105,000 of equipment and services are required to meet all requirements of this project. The offeror should not interpret this figure as a ceiling or as a floor; rather, this information is provided as a courtesy to the offeror.

Table of Contents:

1.0 Evaluation Factors

2.0 Proposal Contents

3.0 Evaluation Methodology

4.0 Award

5.0 Period of Performance

6.0 Questions

7.0 Submission of Proposals

8.0 Projected Milestones

1.0 Evaluation Factors

The acquisition will be awarded on the basis of a trade-off of technical and price factors. The technical evaluation factors as listed below are of equal importance. All evaluation factors other than cost or price, when combined, are equally important to cost or price. The Government intends to evaluate proposals and award without exchanges with Offerors (except clarifications). Therefore, the offeror’s initial quote should contain the Offeror’s best terms from a cost or price and technical standpoint.

The Government will assess the level of confidence that the Offeror will successfully perform all requirements based on a rating confidence of High Confidence, Moderate Confidence and Low Confidence. The following technical factors will be used to evaluate offers:

1. Technical Approach and Capability

2. Quality Control Plan

3. Prior Experience

4. Past Performance

2.0 Proposal Contents

Please review all requirements within this section to include documents listed under Volume I and Volume II. The below information must be provided by the offeror. Failure to include any of the documents listed below may result in not being considered for award.

Volume I Technical Proposal/Evaluation Factors (No page limit)

FACTOR 1: Technical Approach and Capability:

The offeror’s quote will be evaluated on its demonstrated ability to provide the equipment and services necessary to accomplish the tasks outlined in the Statement of Work. The work plan shall demonstrate a clear understanding of the requirements of this effort and fully describe the offeror’s proposed solution to achieve requirements of the SOW as well as address the offeror’s technical approach and methodology.

At a minimum, the offeror shall:

Provide either color drawings and illustrations, or actual live photos, and color samples of the proposed Control Room Consoles, Conference Table, and Carpet.

Provide detailed product descriptions, measurements, and specifications for each item proposed.

Contractor shall provide a room configuration, showing placement of all Control Room Consoles and Conference Table within the MOC. Room configuration must be ADA compliant and should represent the highest available square footage for walkthrough of area, without obstructing views of front and back TV walls. The configuration must include a central meeting space where group discussions and lunch breaks can take place, that is centralized in the middle of the room.

Configuration shall take into account visibility of front and back TV walls (outlined in SOW) and existing Panel, Key Box, and DVR Cabinet (outlined in Attachment 2_Photos of MOC – IMG_0041 and Attachment 1_MOC Diagram).

Provide project milestone timeline to outline manufacturing lead time, delivery, removal of current consoles and furniture, removal of current carpet, and installation, assembly, and assembly of new items, and final clean up.

FACTOR 2: Quality Control Plan Evaluation Focus: The company’s ability to execute a quality control plan to ensure compliance with contract requirements.

Requirements:

Quality Control Procedures: Discuss policies and procedures for managing and monitoring the process to ensure compliance.

Corrective Actions: Describe methods for documenting and enforcing quality control, including corrective actions.

Submission Requirements:

Comprehensive quality control plan.

Documentation methods for quality control procedures.

Examples of corrective actions from previous projects.

FACTOR 3 Prior Experience Evaluation Focus: The relevance of the company’s prior experience.

Requirements:

Relevant Contracts: Provide details of at least three similar contracts completed in the last three years, preferably as the Prime Contractor.

References: Provide contact information for contracting officers or clients.

Submission Requirements:

Details of three relevant contracts, including contract title, number, agency, total costs, completion date, contract type, description, and relevance.

References with contact information.

FACTOR 4 Past Performance Evaluation Focus: The quality of the company’s past performance.

Submission Requirements: Include CPARS ratings for quality, cost, schedule, and management factors.

The Government will consider the above information, as well as information obtained from any other sources, when evaluating the offeror’s past performance. An offeror with no recent or relevant past performance will be assigned a rating of neutral for this factor.

Volume II: Business & Price Proposal (No Page Limit)

Offerors shall provide a Business/Price proposal to include, but not limited to:

• Labor categories and hourly rates

• Material/Equipment costs

• Other Direct Costs with a breakout by category

• Total cost/price for the completion of the project in accordance with the SOW

3.0 Evaluation Methodology

Rating Scale for Technical Evaluation Factors The Government will assess the level of confidence that the offering contractor will successfully perform all technical requirements based on the technical evaluation factors. Ratings will be based on the following scale:

Rating Description

High Confidence The Government has high confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract with little or no Government intervention.

Moderate Confidence The Government has moderate confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract with moderate Government intervention.

Low Confidence The Government has low confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract even with Government intervention.

Neutral (Past Performance)

The Offeror does not have recent or relevant Past Performance. This rating is neither a favorable or unfavorable rating.

All submitted information will be evaluated by a Technical Evaluation panel. All non-price information will be evaluated first and independently from pricing.

As all pricing information will be evaluated independently of all non-price information, pricing must be submitted on a separate page from all other submitted information.

4.0 Award

Award decisions will be made using Best Value Tradeoff based on price and non-price factors, in accordance with Federal Acquisition Regulation (FAR) Part 15.3 and supplemented by Homeland Security Acquisition Manual (HSAM) Chapter 3015. The 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. In using the Tradeoff process the Government seeks to award to the offeror(s) who will best meet or exceed the Government’s requirements. All non-price (technical) factors are of equal importance.

When combined, all non-price (technical) factors are equal in importance to price.

Award decision will be consistent with the evaluation factors listed in this section. The selection process and evaluation of proposals will be conducted by the Technical Evaluation Panel, and the Source Selection Authority will have final decision authority.

5.0 Period of Performance

- See Statement of Work (SOW)

6.0 Questions

Questions shall be submitted to the Contracting Officer, Amanda Paulson at Amanda.paulson@fema.dhs.gov. No phone calls will be accepted in regards to this solicitation.

Questions shall be received via email no later than, 09/23/2024, 6:00pm MST.

7.0 Submission of Proposals

All proposals shall be submitted via email to the Contracting Officer, Amanda Paulson at Amanda.paulson@fema.dhs.gov. No phone calls will be accepted in regards to this solicitation.

Proposals must be received via email no later than 09/25/2024, 6:00pm MST.

8.0 Milestone Dates

Posting Date – 09/19/2024 Questions due date – 09/23/2024, NLT 6:00pm MST Proposal due date – 09/25/2024, NLT 6:00pm MST Evaluations (approximate) - 09/26/2024 Award Date (approximate) – 09/27/2024 (end)