RFP NO. 19AQMM25R0201 Sections L and M 9-30-25.pdf

RFP NO. 19AQMM25R0201

INL Haiti SMEs

SECTIONS L AND M

SECTION L

This is a competitive 8 (a) solicitation. Only certified 8(a)s are allowed to submit proposals.

To be considered for award, a proposal must be compliant with the requirements as stated in the solicitation. Non-conformance with the instructions provided in this solicitation may result in rejection of an offeror’s proposal or an unfavorable proposal evaluation. The Government will review offers submitted to determine compliance with the proposal preparation instructions established in this solicitation. If it is determined that an offer is substantially not in compliance with the instructions of this solicitation, the Government may deem that offer to be noncompliant. Noncompliant offers will not be evaluated and will not be considered for award.

L-001 PERIOD OF ACCEPTANCE OF OFFERS

The Government requires a period of acceptance for offers of at least 120 calendar days from the date specified for receipt of offers. Offers that provide a shorter acceptance period will not be considered for award.

L-002 MULTIPLE PROPOSALS/ALTERNATIVE SOLUTIONS

The Government will not accept and will not evaluate multiple proposals from the same Offeror or a single proposal offering multiple solutions. Submission of multiple proposals or a single proposal offering multiple solutions will render an Offeror ineligible for award.

L-003 REQUIREMENT TO SUBMIT OFFERS IN U.S. CURRENCY AND ENGLISH

Offers submitted in other than U.S. dollars and English will not be evaluated and will not be considered for award.

L-004 COMMUNICATIONS CONCERNING THE SOLICITATION

Only the individual(s) identified below may be contacted regarding this solicitation.

Communication concerning this solicitation with any other Government personnel, including contractor support personnel, is prohibited unless specifically authorized elsewhere herein. If such contact occurs, the Offeror making such contact may be excluded from award consideration. All communications must clearly include the solicitation number

(19AQMM25R0201).

Primary Contact: Jocabed Domingue – dominguej@state.gov

L-005 QUESTIONS REGARDING THE SOLICITATION

(a) Prospective offerors should submit any questions regarding this solicitation in writing to dominguej@state.gov and cc MondesirJC@state.gov. To be considered by the Government, the mailto:dominguej@state.gov mailto:dominguej@state.gov mailto:MondesirJC@state.gov email subject line must read “19AQMM25R0201 – Questions – Company Name.” Questions must be submitted in an editable format utilizing the Q&A template attached to the solicitation.

(b) Questions received through methods other than the one described in paragraph (a) will not be acknowledged or addressed. Telephonic questions will not be answered.

(c) Responses to questions will be posted to SAM.

L-006 PRE-PROPOSAL CONFERENCE

The Department does not plan to hold a pre-proposal conference for prospective offerors. If, after a review of questions submitted by offerors, the Department believes a pre-proposal conference is necessary, one will be scheduled, and prospective offerors will be notified.

L-007 DISCREPANCIES

If an offeror believes that the requirements in this solicitation contain an error, omission, or are otherwise unsound, the offeror should immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the omission or error. Offerors are reminded that the Government reserves the right to award this contract based on initial proposals without conducting discussions.

L-008 SUBMISSION OF OFFERS

To be considered for award, offers must be submitted via email to dominguej@state.gov and must be received by the Government prior to the solicitation closing date and time.

Files must be clearly labeled and indexed. Emails greater than 5MB in total size may be problematic. If submitting multiple emails, offerors must identify the total number of emails in the email subject line. To ensure proper receipt, Offerors must utilize the following subject line:

“19AQMM25R0201 – Offer – Company Name – Email 1 of X”

The U.S. Department of State will not reimburse the offeror for any cost associated with proposal preparation in response to this solicitation.

L-009 PROPOSAL PREPARATION INSTRUCTIONS – GENERAL

To be favorably evaluated, the proposal must be clear, concise, and must include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements.

Offerors must assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in its proposal. The

Government is not responsible for locating or obtaining any information not identified in the proposal.

Omitted or incomplete information may result in an unfavorable evaluation or removal from award consideration. Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and not desired.

(a) Proposal Organization and Page Limitations

To be considered for award, proposals must be organized as follows:

Page limitations shall be treated as maximum. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal.

The Government may assign page limitations on offerors’ responses to any Government

Evaluation Notices (ENs). The Government will specify any page limitations for EN responses in its letters that accompany the ENs and sent to the respective offerors.

(b) Page Size and Format

VOLUME NAME PAGE LIMITATION PAGE(S) NOT COUNTED

Volume I Contract Documentation Not Limit Volume II Business Not Limit Volume III Price Proposal Not Limit

Volume IV Factor 1: Mandatory Minimum Requirements Refer to Subfactors

Title Page, Table of Contents, and Glossary of Abbreviations and Acronyms

Tab A Subfactor A: Haitian Business Licenses No Limit N/A

Tab B Subfactor B: Prior Experience 2 Pages N/A Tab C Subfactor C: Draft Phase-In Plan 5 Pages N/A

VOLUME NAME PAGE LIMITATION PAGE(S) NOT COUNTED

Volume V Factor 2: Past Performance 10 Pages

Title Page, Table of Contents, Glossary of Abbreviations and Acronyms, PPQs, Subcontractor Consent Letters, and Client Authorization Letters.

Volume VI Factor 3: Technical Refer to Subfactors Title Page, Table of Contents, and Glossary of Abbreviations and Acronyms

Tab A Sub Factor A: Key Personnel One Resume and OneCommitment Letter N/A

Tab B Sub Factor B: Staffing and Compensation Plan 10 Pages N/A

Tab C Sub Factor C: Housing Approach 5 Pages N/A

Tab D Sub Factor D: Program Management 5 Pages N/A

Tab E Sub Factor E: Quality Control 5 Pages N/A

Phase I: Advisory Down-Select

Phase 2: Post Advisory Down-select

A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches. Pages shall be single spaced between each line. The font type/text size shall be Times

New Roman, no less than 12-point size. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and ¾-inch side margins.

Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, and legible. For tables, charts, graphs and figures, the font type/text size shall be

Times New Roman, no less than 9-point size.

Each page within each volume shall be sequentially numbered using a consistent numbering scheme. This scheme shall also be used for all supporting documentation, such as charts, figures, diagrams, etc. that are included in each volume. Page numbering schemes that are difficult to track are not acceptable. The numbering scheme must be included in the footer of each page.

Include the following information on the header of each page: Name of the Offeror, offer date, solicitation number, the number and title of the volume.

These page size and format restrictions apply also to responses to the Government’s evaluation notices (ENs).

(c) Title Page

Each volume shall include a Title Page that includes the following information:

• Solicitation number and title

• Proposal due date and time

• Offeror’s name, UEI and CAGE code, address (street, city, state, zip), and POC information (name, phone number(s), and email)

• Volume number and title

Additional information included on the Title Page will not be evaluated.

(d) Table of Contents

Each volume shall include a table of contents. A table of contents must provide sufficient detail such that all the important elements within the volume are easily located. However, the table of contents shall not contain pricing or technical information. Any such information provided in the table of contents will not be evaluated.

(e) Glossary of Abbreviations and Acronyms

Each volume, except volume I, shall contain a glossary of all abbreviations and acronyms used.

Information included in the Glossary of Abbreviations and Acronyms will not be evaluated.

(f) Cross-Referencing

Each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal.

(g) Electronic Proposals

Electronic copies must be submitted using Microsoft Office 2007, Adobe PDF, or a compatible format. See Section L-010(c)(2) (Price Proposal Instructions) for the submission formats for the price proposal.

(h) Modifications and Revisions to Proposal

Any proposal modification and proposal revision, as defined in FAR 15.001 (Definitions), must be shown on modified or revised pages, respectively. Changes from the original page must be indicated by a vertical line adjacent to the change, on the outside margin of the page. The date of the modification or revision must be shown on the lower right corner of the page. If award will be made with discussions, the Government may issue additional instructions for revisions in the letter accompanying the Government Evaluation Notice (EN).

L-010 PROPOSAL PREPARATION INSTRUCTIONS – VOLUME SPECIFIC

(a) VOLUME I - CONTRACT DOCUMENTATION

• Section A - Solicitation/Contract Form. Complete blocks 12-16 and sign and date blocks

17 and 18 of Standard Form 33 (SF33).

o To be considered for award, the offer acceptance period must comply with

Section L-001. Offers that do not meet this requirement will not be considered for award. Include your offer acceptance period in block 12 of

SF33.

• Section K – Representations, Certifications, and other Statements of Offerors: Submit completed representations, certifications, acknowledgments, and statements. The contractor must have completed available information electronically through the System for Award Management (SAM).

All remaining Section K requirements must be submitted with the proposal.

Amendments – The offeror must acknowledge amendments either by signing and returning the

SF30 (i.e., cover page only) or by acknowledging the amendments in block 14 of the SF33.

(b) VOLUME II - BUSINESS

(1) Tab 1 – General

Include offeror’s name, address, UEI and CAGE code, website, and POC email and telephone number(s). Provide a list of the names, addresses and telephone numbers of the owners, partners, and principal officers of the Offeror.

Briefly describe your company’s history and organization. Explain any changes in ownership and list any corporate name changes.

(2) Tab 2 – Joint Venture Partners and Subcontractors

For each joint venture partner(s) and/or major subcontractor(s) provide address, UEI and CAGE code, and POC information. Briefly describe work to be performed by each. Include the estimated percentage of the contract value expected to be performed by each joint venture partner and/or major subcontractor.

For each joint venture partner(s) and/or major subcontractor(s) provide a list of the names, addresses and telephone numbers of the owners, partners, and principal officers.

Letters of Commitment for Major Subcontractor(s). For each major subcontractor, include a letter, on subcontractor letterhead, and signed by an authorized representative of the subcontractor, which specifically indicates the subcontractor’s agreement to be included in the offeror’s proposed team. For the purposes of this solicitation, a major subcontractor is defined as any subcontractor that will likely perform more than 25% of the overall proposed price in

Attachment 3.

Explain how subcontractors, both major and other, will be managed to ensure compliance with

FAR Clause 52.219-14 (Limitations of Subcontracting).

(3) Tab 3 – Status of Property Management System

Submit information required per DOSAR 652.245-70 (Status of Property Management System).

(4) Tab 4 – Business Systems

Describe the offeror’s estimating, purchasing, accounting, and billing systems. Indicate if and when each of the foregoing systems have been approved or determined to be adequate by the

U.S. Government. Submit a copy of approvals / determinations.

(5) Tab 7 – Joint Venture

If proposing as a joint venture, submit proof of SBA approval of the joint venture.

(c) VOLUME III - PRICE PROPOSAL

(1) Price Proposal Information

i. “Offeror,” as described herein, is identified in block 15A on Standard Form (SF) 33.

ii. Offerors which fail to submit a compliant price proposal may be excluded from award consideration. A compliant price proposal satisfies all instructions stated in RFP Section L-

010(c)(2) (Price Proposal Instructions).

(2) Price Proposal Instructions

i. The price proposal shall consist of the following, which are described further in this subsection:

• Narrative (in Word or PDF)

• Pricing Tables (in the same Excel workbook provided by the Government)

Offerors shall prepare one file for each of the above sections. Therefore, offerors shall prepare two files comprising the price proposal.

ii. Offerors shall not hide or lock any rows, columns, or cells that contain proposed data.

iv. Offerors shall use for pricing purposes the following period of performance:

YEAR PERIOD

Base TBD

Option Year 1 TBD

Option Year 2 TBD

Option Year 3 TBD

Option Year 4 TBD

Six-month extension TBD

v. In the Pricing Table, offerors shall propose prices in whole US dollars. Prices that include decimal places will be rounded up to the next whole US dollar for evaluation. Also, each proposed cost for FFP CLINs (hourly for labor and monthly lots for non-labor) shall consist of all costs (direct, indirect, labor, non-labor, minimum costs required by local laws) and profit.

vi. In the Pricing Table, offerors propose one fixed fully loaded hourly labor rate per labor category/CLIN per period, regardless of which entity (offeror, subcontractor offeror, or other) is anticipated to perform the labor category. Each proposed fixed fully loaded hourly labor rate shall be in United States dollars.

vii. The labor categories included in the Pricing Table represents the known Government requirements. As such, a failure to propose rates for all labor categories and for all contract periods will be considered a material non-conformity by the Government.

Any other costs that are part of the Contractor’s established compensation plan and consistent with FAR part 31 shall be allocated separately as an ODC (other direct cost) (under fixed-price and cost-reimbursement arrangements). Examples of such costs, if applicable, that shall be allocated separately as an ODC or Material, are post hardship differential pay and danger pay.

Foreign labor-related taxes shall be included in the proposed fixed fully loaded hourly labor rates for Local Nationals.

viii. In the Narrative, offerors shall identify the name and full contact information, including e-mail address, of their cognizant Federal auditor (e.g., local Defense Contract Audit Agency branch).

ix. In the Narrative, offerors shall identify the need for overtime premiums, reference the local labor laws that require payment of such premiums, and explain how the proposed premiums were calculated.

(d) VOLUME IV – MANDATORY MINIMUM REQUIREMENTS

RFP PHASE 1: ADVISOR DOWN-SELECT

Phase I - Proposal Preparation

The purpose of this section is to establish requirements for the format and content of proposals so that proposals contain all essential information and can be evaluated equitably. Offerors are instructed to read the entire solicitation document, including all attachments, prior to submitting questions and/or preparing your offer. Omission of any information from the proposal submission requirements may result in rejection of the offer.

(1) Offerors are expected to follow the detailed proposal preparation instructions fully and carefully. The Government will rely on the information provided by the offerors to evaluate the proposals. It is therefore imperative that offerors carefully follow the instructions set forth below and submit their proposals in the format and with the content specified below, providing all requested information.

(2)Proposals that fail to provide information in the format requested may be found unacceptable and may be rejected without further consideration if the Contracting Officer determines that a significant revision or addendum to the offeror’s proposal would be required to permit further evaluation, and especially if the incompleteness of the proposal or errant formatting of the quote appears to be due from a lack of diligence or competence of the Offeror.

(3)The instructions provided have been specifically tailored to the evaluation procedures to be applied for proposal evaluations. They are designed to ensure the submission of information essential to the understanding and comprehensive validation and evaluation of proposals. Clarity and completeness are of utmost importance to the proposal. The relevance and conciseness of the proposal is important. The offerors are responsible for the accuracy and completeness of its proposal. The proposal shall be valid for one hundred and eighty (180) calendar days from the proposal due date.

Phase I - Instructions

During Phase I, the US Government will evaluate section (d) Volume IV Mandatory Minimum requirements to include: Tab A- Haitian Business Licenses, Tab B – Prior Experience, and Tab C

- Draft Phase-In Plan. Only firms receiving a confidence rating of “High” for both, Phase I and

Phase II, will be considered a viable competitor for contract award after Phase II. Offerors who are not among the most highly rated will be advised that they are unlikely to be viable competitors, along with the general basis for the Department’s advisory recommendation.

The intent of this advisement following Phase One (1) is to minimize proposal development costs for those Offerors with little to no chance of receiving an award. For Phase I, based on the down-select results, the Department intends to issue an advisory notification to proceed.

However, the Department’s advice will be a recommendation only, and those Offerors who are advised not to proceed may elect to continue their participation in the procurement.

(1) Tab A – Subfactor A: Haitian Business Licenses

i. Provide copies of current and valid Haitian business licenses. Subcontractor business licenses are not acceptable. An certification/confirmation from the 8(a).

(2) Tab B – Subfactor B: Prior Experience

i. Provide a list of staffing contracts performed in Latin America by the Offeror as a prime meeting the following requirements:

a. Experience must not be older than five (5) years;

b. Staffing contract under which at least 30 FTEs per year were provided; and

c. Staffing contract under which at least ten (10) different labor categories were provided.

ii. For each reference provide the following information:

a. Contract number

b. Period of performance

c. Dollar value

d. Place of performance

e. Number of labor categories provided per year

f. Number of FTEs provided per labor category

g. Customer POC information

(3) Tab C – Subfactor C: Draft Phase-In Plan

i. The Offeror shall submit a Draft Phase-In Plan. The draft plan must be complete, clear, concise, and must demonstrate a thorough understanding of solicitation requirements. The plan shall explain how the Offeror’s phase-in approach maintains quality and minimizes disruption to

INL Haiti.

ii. Provide a detailed timeline showing all tasks to be performed, from date of award until assumption of full performance no later than 60 calendar days after date of award, to ensure a smooth transition.

iii. Describe the major risks associated with your proposed phase-in approach and recommend clear implementable strategies to limit or eliminate the impact to INL Haiti.

iv. If the Offeror is the incumbent, the Draft Phase-In Plan must address how the Offeror will make the transition to the new contract, including any work requirements or terms and conditions that did not appear in the incumbent’s current contract.

RFP PHASE II: POST ADVISORY DOWN-SELECT

During Phase II, the US Government will evaluate Section (e) Volume V – Past Performance and

Section (f) Volume VI – Technical and sub factors to include Tab A through Tab E.

For phase II, with the down-select of offerors, only firms receiving a confidence rating of “High” after Phase II will be considered a viable competitor for contract award. The Government will provide brief explanations after the completion of the advisory down select notifications. Failure to participate in Phase I of the procurement precludes further consideration of an Offeror. Phase

II submissions will not be accepted from Offerors who have not submitted Phase 1 proposals by the due date and time stated in this solicitation.

For those Offerors that are rated most highly and advised to proceed to Phase II of the proposal submission process, the Contracting Officer will include the Phase II submission instructions on the advisory notification if needed. Those offerors that received advisory notification not to proceed to Phase II, but regardless choose to proceed to Phase II , shall send an email to

Contracting Officer, Jocabed Domingue at dominguej@state.gov , not later than 24 hours after receipt of the advisory recommendation not to proceed, indicating their intent to participate in

Phase II.

After the Contracting Officer receives notice from an offeror stating its intent to participate in

Phase II despite the Government’s advisory notification not to proceed, the Contracting Officer will send a separate email with Phase II submission with additional instructions if needed.

mailto:dominguej@state.gov

(e) VOLUME V – PAST PERFORMANCE

(1) Tab A – Identification of Contract Team

Describe in detail the proposed contract team. For the purposes of this evaluation, the proposed contract team includes the Offeror, each proposed joint venture partner, and each major subcontractor. For each team member provide the name, UEI and CAGE code, complete address, and POC information. Describe what portion of the work will be performed by each team member.

Past performance references of any major subcontractor for which a letter of commitment has not been submitted will not be considered and will not be evaluated. For the purposes of this solicitation, a major subcontractor is defined as any subcontractor that will likely perform more than 25% of the overall proposed price.

If references to predecessor companies, affiliated companies, and/or key personnel are made, explain how past performance of predecessor companies, affiliated companies, and /or key personnel are pertinent to this solicitation.

(2) Tab B – Identification of Recent and Relevant Efforts

An assessment of the team’s past performance information will be made to determine if it is recent. To be recent, past performance must not be older than five (5) years from the date of release of this solicitation. Past performance information that fails this condition will not be evaluated.

Provide a list of no more than four (4) recent or current contract references for projects similar in scope, magnitude, and complexity to the requirements stated in this solicitation. No more than two (2) of the four (4) references provided may reference work performed by a major subcontractor. References listed may include contracts and subcontracts entered into by other departments and agencies of the federal government, state and local governments, and commercial customers.

Include the following information for each reference:

• Name of contracting activity;

• Name of entity performing the contract (i.e. offeror, joint venture partner, or major subcontractor);

• Contract number;

• Project title;

• Period of performance;

• Contract type(s);

• Total contract value;

• Contracting officer, email, and telephone number;

• Administrative contracting officer, if different from above, email, and telephone number;

• Program manager, email, and telephone number; and

• If reference relates to predecessor company, affiliated company, and/or key personnel, explain how past performance of predecessor company, affiliated company, and /or key personnel are pertinent to this solicitation.

Offerors with no past performance information shall type “NO PAST PERFORMANCE” in

Bold Letters on a clean sheet of paper and place it in this tab.

(3) Tab C – Adverse Information

Provide current and complete information about prior contractual performance problems within the last five (5) years from date of release of this solicitation. Include problems that may have resulted in invoice deductions, cure notices, show cause notices, deficiency letters issued, withholding of payment or similar actions. This information should not be limited only to performance under references for which information has been submitted under Tab B

(Identification of Recent and Relevant Efforts).

Offerors are cautioned that the Government will use data provided in the proposal and data obtained from other sources in the evaluation of past performance. If an offeror believes that any adverse information may be provided as a part of the past performance evaluation process, the offeror should include a brief explanation of the circumstances pertaining to this data and the position of the offeror in reference to these circumstances.

If applicable, the offeror should indicate what steps have been adopted to prevent a recurrence of such situations. This may include a discussion of efforts accomplished by the offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to an unacceptable rating, since the problems encountered may have been on a more complex program, or an offeror may have subsequently demonstrated the ability to overcome the problems encountered. The offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This may allow the offeror to be considered more favorably than without evidence of problem resolution.

For example, submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems is suggested.

Adverse information must be provided for each contract team member as defined in Tab A

(Identification of Contract Team). Failure to provide current and complete information about prior contractual performance problems may result in an unfavorable responsibility determination and the offeror being determined ineligible for award.

(4) Tab D – Organizational Structure Change History

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. To facilitate past performance evaluation, include a "roadmap" describing all such changes in the organization of your company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts you identify as past performance references. Since the Government intends to consider past performance information provided by other sources as well as that provided by the Offeror, your

"roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

Organizational structure change history information must be provided for each contract team member as defined in Tab A (Identification of Contract Team).

(5) Tab E – Subcontractor Consent and Client Authorization Letters

Submit a Subcontractor Consent Letter for each major subcontractor authorizing release of adverse past performance information directly to the offeror. The Subcontractor Consent Letter must be submitted on subcontractor's letterhead and be signed by an authorized individual. A

Sample Subcontractor Consent Letter is included in attachment 4 – Annex A.

For each past performance reference involving a commercial customer, submit a Client

Authorization Letter. The letter shall authorize the commercial customer to release to the

Government requested information on the offeror's performance. The letter must be provided on company letterheads and be signed by an authorized individual.

(6) Past Performance Questionnaires (PPQs)

For each effort identified under Tab B above submit information in accordance with Attachment

4 (Past Performance Questionnaire). The PPQ must be submitted directly by the assessor(s) to the Government as directed in Attachment 4. The Offeror must ensure that assessors return completed PPQs to the individuals identified in Attachment 4 prior to the solicitation closing date and time.

(f) VOLUME VI: TECHNICAL

(1) Tab A – Subfactor A: Key Personnel

The Offeror shall provide:

(i) A resume in the format specified in Attachment 5. Resumes provided in other formats will not be evaluated. The resume must clearly indicate that the proposed individual meets at least the minimum requirements identified in the applicable position description.

(ii) Provide proof that proposed individual meets or exceeds the position description, including language and security requirements. If the individual does not currently possess the required security level, describe preliminary screening performed and explain why the individual is likely to obtain a favorable adjudication by Diplomatic Security (DS) or the Regional Security Office

(RSO).

(iii) A commitment letter. The commitment letter shall be signed by both the key person and the

Offeror. Failure to submit the required commitment letter will result in the Key Person not being evaluated. At minimum, the commitment letter must include:

Name of the key person;

a) Position to be occupied by the key person;

b) Narrative statement describing the key person’s commitment to the contract, including the duration, degree and conclusive nature of the key person’s commitment;

c) Key person’s willingness to relocate if necessary; and

d) Proposed salary and benefits.

The Government is not interested in the Offeror proposing multiple names as potential candidates for a single position. Propose only one person per key position. If more than one resume is submitted per key position the resumes will not be evaluated.

(2) Tab B – Subfactor B: Staffing and Compensation Plan

Offerors shall submit a Staffing and Compensation Plan addressing the following requirements:

Offeror must See SOW Section 23 – Risk Mitigation Plan for requirement details.

i. Description of methodology and approach to recruit, screen, train, and retain high quality personnel, including a description of processes, procedures, and policies to be utilized.

ii. A description of the process for removal of an employee for cause (e.g., major security violation, performance, unethical conduct).

iii. A description of how the Offeror plans to ensure qualified employees under the contract will be retained.

iv. A description of how the Offeror plans to address possible changes in the INL mission requirements.

v. A description of salary and benefits information for labor categories under the contract.

Describe how appropriate salary and benefits levels were determined and the overall approach to salary/wage escalations.

vi. If applicable, describe any employee recognition or award program the Offeror plans to utilize to incentivize superior performance by all employees.

(3) Tab C – Subfactor C: Housing Approach

Offeror must See SOW Section 23 – Risk Mitigation Plan for requirement details.

Offerors shall submit a Housing Plan addressing the following requirements:

a) It must describe the location and description of the proposed housing.

b) It must demonstrate that the offeror-provided housing will be in accordance with applicable local laws and be adequate to attract and retain employees. A minimum of 70 square feet per employee must be allocated if an employee is housed individually; if housed together, a minimum of 50 square feet per employee must be allocated. These rules shall apply unless waived by the CO. Factors to consider for a waiver include the project duration, local standards, availability of space in a secure location and exceptional circumstances.

c) Describe the location and description of the proposed housing. Describe the type, amount and plan for operation of transportation that will be used to convey labor from proposed housing to the project site.

d) It must state that the contractor is providing housing as part of the contract performance and shall clearly demonstrate that the contractor-provided housing will be in accordance with all applicable local laws, as well as adequate to attract and retain employees. This plan shall also acknowledge conformance to the Trafficking in Persons clause, 52.222-50 COMBATING

TRAFFICKING IN PERSONS.

(4) Tab D – Subfactor D: Program Management

Offeror must See SOW Section 23 – Risk Mitigation Plan for requirement details.

Offerors shall submit an Operational Program Management Plan addressing the following requirements:

i. Offerors shall provide a management approach that addresses the requirements listed in the

SOW related to inventory management. Elements for evaluation include but are not limited to logical sequence of work per SOW tasks leading to successful performance, clear detail of deconflicting works, and reasonableness of hours for each task requirement.

ii. Offerors shall provide a comprehensive plan describing their technical approach for the planning and execution of SOW requirements concerning the Medical Screening of Recruits, Annual Medical and Psychological Reviews, HNP school support logistics and pre-deployment (PREP) activities. The plan needs to include clear details of task sequence, resource allocation of personnel and materials.

iii. Offerors shall provide a detail approach on how they will comply with tasks related to armored vehicles and sensitive equipment. Concerning armored vehicles, strategies concerning policies for the use of official vehicles for business purposes to include the procurement, maintenance, disposal and others as listed in the SOW. This includes how offeror will monitor and report on all motor pool operations costs, fuel usage, vehicle mileage, vehicle maintenance, and operator licenses.

(5) Tab E – Subfactor E: Quality Control

Offerors shall submit a well-detailed draft of a Quality Control Plan addressing the following requirements:

i. Offerors shall provide details to demonstrate that all work performed under the contract is of the highest quality standards and consistent with best industry practices, to assure timely provision of services, optimum USG satisfaction, and appropriate use/protection of USG facilities and assets.

ii. Offerors shall provide checklists of duties to be carried out by the supervisory staff and senior employees.

iii. Offerors shall provide details on how they will conduct periodic inspections to determine whether the various services are being performed according to the contract.

iv. Offerors shall include details on how they will hold all subcontractors to the same standards of performance as required from the Contractor in fulfilling the performance requirements of this contract and each task order.

L-011 NOTICE OF CHANGES

The offeror shall provide immediate written notice to the Contracting Officer, at any time prior to award, of significant changes, including but not limited to bankruptcy, Cure Notice, Show

Cause Notice, termination, etc., related to the offeror, joint venture partners, or major subcontractor’s financial circumstances, performance record, and/or technical capability.

L-012 ADDITIONAL DETAILS – PHASED ACQUISITION

EVENT DATE

Phase I – Questions due Oct 7, 2025

Phase I – Proposals due Oct 10, 2025 at 10:00 AM DC Notification of Advisory Down Select Oct 17, 2025

Phase II – Questions due Oct 23, 2025

Past Performance Questionaries due Oct 31, 2025

Phase II – Proposals due Nov 7, 2025 at 10:00 AM DC

(End of Section L)

SECTION M

M-001 BASIS FOR CONTRACT AWARD

The Government will use the best value–tradeoff source selection process, as defined in Federal

Acquisition Regulation (FAR)15.101-1. Award will be made to the offeror that:

1. Is deemed responsible;

2.Whose proposal conforms to the solicitation’s requirements; and

3.Whose proposal is determined to provide the best value to the Government.

The proposal offering the best value is the one that is most advantageous to the Government, price and other factors considered. Such offer may not necessarily be the one offering the lowest price or receiving the highest non-price rating. For this solicitation, all evaluation factors other than price, when combined, are significantly more important than price. Award will not be automatically determined by numerical calculation or a formula relationship between the non-price factors and price. As technical factors, when combined, become more equal, the evaluated price rises in importance and may become the determining factor. The Source Selection

Authority will determine what trade-off between the non-price factors and price promises the best value to the Government, price and other factors considered.

M-002 EVALUATION METHOD

The Government intends to use an advisory down select approach. Phase I will be the Advisory

Down-Select. Once phase I is completed, the US Government will advise offerors to proceed or to not proceed to Phase II, Post Advisory Down-Select toward contract award.

M-003 COMPLIANCE WITH SOLICITATION REQUIREMENTS, TERMS, AND

CONDITIONS

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, non-price and price instructions in Section L, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

The Government will review proposals submitted to determine compliance with the proposal preparation instructions. If it is determined that the proposal is substantially not in compliance with the instructions in Section L of this solicitation, the Government may deem that proposal to be unacceptable, and it will not be evaluated further. A proposal will be determined to be noncompliant, and will be ineligible for award, if it: (a) takes exception to any of the terms and conditions of the RFP; (b) imposes additional conditions; (c) omits material information required by the RFP; or (d) is submitted in a format other than the one requested in this solicitation.

M-004 USE OF SUPPORTING INFORMATION

The Government reserves the right to utilize all information available when conducting evaluations. The Government may rely on information obtained from other sources available to the Government, to include, but not limited to: information contained in Government records, commercial sources, and information publicly available.

M-005 SOLICITATION AMENDMENTS

The Government reserves the right to amend the terms and conditions of the solicitation at any time before or after receipt of proposals. If the Government amends the solicitation, the

Government will advise all parties receiving the solicitation (if the amendment is issued before the established time and date for receipt of proposals) or all offerors that have not been eliminated from the competition (if the amendment is issued after the established time and date for receipt of proposals).

M-006 DISCUSSIONS

The Government intends to evaluate proposals and award a contract without conducting discussions. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and non-price standpoint. The Government reserves the right to conduct discussions if the

Contracting Officer later determines them to be in the Government’s best interest.

If award is made with discussions, offeror responses to Evaluation Notices (ENs) and the Final

Proposal Revision (FPR) will be considered in making the source selection decision. If the offeror’s proposal has been evaluated as acceptable at the time discussions are closed, any changes or exceptions in the Final Proposal Revision are subject to evaluation and may introduce risk sufficient to determine the offeror’s proposal unacceptable and ineligible for award.

M-007 DEBRIEFINGS

If requested, pre-award or post-award debriefings will be conducted in accordance with FAR

15.505 and 15.506 respectively. Offerors may request a debriefing by providing a written request in accordance with the foregoing FAR citations. Debriefing request must be submitted to:

dominguej@state.gov .

M-008 EVALUATION FACTORS

Phase I – Advisory Down-Select

a) The Government will utilize the following evaluation factors, in addition to price, to evaluate proposals:

Factor 1: Mandatory Minimum Requirements

Subfactor A: Haiti Business License and certification/confirmation from the 8(a) program

(Acceptable / Unacceptable).

Subfactor B: Prior Experience (Acceptable / Unacceptable)

Subfactor C: Draft Phase-In Plan (Acceptable / Unacceptable)

Phase II – Post Advisory Down-Select

Factor 2: Past Performance

Factor 3: Technical

Subfactor A: Key Personnel

Subfactor B: Staffing and Compensation Plan

Subfactor C: Housing Approach

Subfactor D: Program Management

Subfactor E: Quality Control

b) Relative Importance of Evaluation Factors. Factors are listed in descending order of importance. Subfactors are equal in importance. All evaluation factors other than price, when combined, are significantly more important than price.

M-009 FACTOR 1: MANDATORY MINIMUM REQUIREMENTS

(a) Tab A – Subfactor A: Haitian Business License

To be considered acceptable, the Offeror shall possess a valid and current license to conduct business in Haiti. Business licenses in the name of subcontractors will not be acceptable.

The offeror must demonstrate that they are an active authorized 8(a) business.

(b) Tab B – Subfactor B: Prior Experience

To be considered acceptable, the Offeror must demonstrate experience as a prime providing staffing services in Latin America meeting the following requirements:

i. Experience must not be older than five (5) years;

ii. Staffing contract under which at least 30 FTEs per year were provided; and

iii. Staffing contract under which at least ten (10) different labor categories were provided.

(c) Tab C – Subfactor C: Draft Phase-In Plan

To be considered acceptable, the draft phase-in plan must:

i. Be complete, clear, concise, and must demonstrate a thorough understanding of the requirements of solicitation.

ii. Clearly explain how the offeror’s approach is likely to maintain quality and minimize disruptions to INL Haiti.

iii. Provide a detailed timeline showing all tasks to be performed for full assumption of duties within 60 calendar days of contract award.

M-010 FACTOR 2: PAST PERFORMANCE

Past performance will be evaluated as a measure of the Government’s confidence in the offeror’s ability to successfully performs solicitation requirements based on previous and current contract efforts. For the purpose of evaluating past performance, the Government will consider the collective past performance of the proposed contract team. For evaluation purposes, the proposed contract team includes the Prime Offeror, joint venture partner, and major subcontractor(s). For the purposes of this solicitation, a major subcontractor is defined as any subcontractor that will likely perform more than 25% of the overall proposed price in Attachment 4.

Evaluation Process

The past performance evaluation considers each Offeror’s demonstrated recent and relevant record of performance. Performance confidence is assessed at the overall Past Performance factor level after evaluating aspects of the offeror’s recent past performance, focusing on performance that is relevant to the requirements of this solicitation.

The Government may consider past performance in the aggregate in addition to on an individual contract basis. In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the Offeror’s proposal and information obtained from other sources available to the Government.

(a) Recency Assessment

An assessment of the past performance information will be made to determine if it is recent. To be recent, past performance must not be older than five (5) years from the date of issuance of this solicitation. Past performance information that fails this condition will not be evaluated.

(b) Relevancy Assessment

The Government will conduct an evaluation of recent performance information obtained to determine how closely the services performed under those contracts relate to the requirements of this solicitation.

In determining relevancy for past performance references, consideration will be given to the effort, or portion of the effort, to be performed under this contract by the offeror, joint venture partner, or major subcontractor whose performance is being reviewed and evaluated. With respect to relevancy, the Government will consider more relevant Past Performance to be a stronger predictor of future success and have more influence on the Past Performance evaluation than Past Performance of lesser relevance.

For the purpose of the relevancy assessment, the Government will consider:

1. Number of employees provided under the reference. References for which more than thirty

(30) employees were involved in performing the contract will be assessed more favorably in terms of relevance.

2. The number and type of labor categories utilized. References with multiple labor categories involved will be more relevant.

3. The overall dollar value of the reference. References for which the overall value is more than

$10,000,000 will be assessed more favorably in terms of relevance.

4. The place(s) of performance. Place of performance will be considered more relevant in the following order: Haiti, Latin America, OCONUS.

(c) Performance Quality Assessment

The Government will consider the performance quality of recent, relevant efforts (how well the contractor performed on the contracts). For each recent past performance citation reviewed, the quality of the work performed will be assessed. For each reference being evaluated, the

Government will consider the areas identified in Attachment 4 (PPQ). The quality assessment may result in positive or adverse findings. Adverse is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comment received from sources without a formal rating system. For adverse information identified, the evaluation will consider the number and severity of the problem(s), mitigating circumstances, and the effectiveness of corrective actions that have resulted in sustained improvements.

Assigning Ratings

As a result of the relevancy and quality assessments of the recent contract references evaluated, offerors will receive an integrated performance confidence assessment rating. Offerors without a record of recent/relevant past performance or for whom information on past performance is so sparse that no meaningful confidence assessment rating can be reasonably assigned will not be evaluated favorably or unfavorably on past performance and, as a result, will receive an

"Unknown Confidence" rating for the Past Performance factor.

More recent performance will have a greater impact on the Performance Confidence Assessment than a less recent effort. A strong record of relevant past performance may be considered more advantageous to the Government than an "Unknown Confidence" rating. Likewise, a more relevant past performance record may receive a higher confidence rating and be considered more favorably than a less relevant record of favorable performance.

Rating Description

Substantial

Confidence

Based on the Offeror’s recent/relevant performance record, the

Government has a high expectation that the Offeror will successfully perform the required effort. It is unlikely that Government intervention will be required.

Satisfactory

Confidence

Based on the offeror’s recent/relevant performance record, the

Government has a reasonable expectation that the offeror will successfully perform the required effort. Little Government intervention is expected.

Unknown

Confidence

(Neutral)

No recent/relevant performance record is available, or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Low Confidence Based on the offeror’s recent/relevant performance record, the

Government has low expectation that the offeror will successfully perform the required effort. Government intervention is expected.

M-012 FACTOR 3:…