RFQ - Flight Physician.pdf

Request for Quote FA301625Q602 1

Request for Quote (RFQ)

HQ Air Education and Training Command Surgeon General (HQ AETC/SG)

Aerospace Medicine Physician (Flight Surgeon)

1. This Request for Quote (RFQ) is issued in accordance with (IAW) FAR 13.106-1(a). This requirement is

100% Service-Disabled Veteran Owned Small Business (SDVOSB) Set-Aside.

2. It is each vendor’s responsibility to ensure their quote, and all data is complete (applicable clauses and provisions, attachments, and amendments {if applicable}), and in accordance with the RFQ. The

Government assumes no responsibility for late or incomplete responses to the RFQ. Late responses will be processed in accordance with FAR 52.212-1(f).

3. The Government intends to evaluate the complete quote and award a Firm Fixed-Price (FFP) contract based on the initial submissions without conducting interchanges (INs); therefore, each quote should contain the best terms from a price and technical standpoint. However, the Government reserves the right to hold INs if determined by the Contracting Officer (CO) to be necessary during the evaluation, or when it is determined to be in the best interest of the Government set forth by FAR 52.212-1(g). Interchanges are fluid interaction(s) between CO and the Quoters that may address any aspect of the quote and may or may not be documented in real time. Quoters’ responses to the INs will be considered in making the order selection decision. Interchanges may be conducted with one, some, or all Quoters as the Government is not required to conduct interchanges with any and/or all Quoters responding to the RFQ.

4. The Government will incorporate into the contract, the attached Contract Provisions and Clauses

(Attachment 1) in order to be compliant with DOD-unique statues, regulations, directives, and other requirements.

5. A single award will be made to the vendor that meets the following:

a. Is currently registered as a Service-Disabled Veteran Owned Small Business (SDVOSB), and

b. Has the supplies and services to be provided within scope of the Performance Work Statement

(PWS), and

c. Is registered in the System for Award Management (SAM) system located at https://www.sam.gov/SAM, with the applicable NAICS of 621111, and

d. Meets and complies with all the terms and conditions of the RFQ, and

e. Represents the best value* to the Government, and

f. Is not listed on the Excluded Parties List within SAM.

*NOTE: Best value means the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit based on response to the evaluation criteria outlined in this RFQ.

6. The Government will award a Firm Fixed-Price contract to the quoter whose quote conforms to the RFQ and is the most advantageous to the Government, price and other factors considered. Factors being utilized to evaluate offers are:

Factor 1 – Price

Factor 2 – Technical

Factor 3 – Past Performance https://www.sam.gov/SAM

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OFFER PREPARATION INSTRUCTIONS: Provide one (1) electronic quote. The quote shall be submitted in three (3) Parts: Part I -Price, Part II - Technical, and Part III – Past Performance.

Quotes shall be received electronically via email joy.grubb.1@us.af.mil / michael.simington@us.af.mil no later than February 25, 2025 @ 1:00pm CST. Amendments must be acknowledged in writing, or the offer may be considered non-responsive. Quoters are strongly advised to submit their quotes well in advance of the closing date and time to mitigate the risk of technical difficulty and ensure that the complete quote is received timely. Late quotes will not be considered. Hard copies of the quotes are not required and will not be accepted.

Questions. Any questions must be received electronically via email on or before February 18, 2025 @

1:00pm CST. Questions submitted after the question due date may not be accepted.

7. Addendum to FAR 52.212-1, Instructions to Quoters—Commercial Items (Jan 2017).

52.212-1(b) is deleted in its entirety and replaced with the following:

The quote shall be clear, concise, and include sufficient detail for effective evaluation. Submissions that do not adhere to format and content requirements may be considered non-compliant. The Government reserves the right to eliminate any such offer from consideration for award. The quote shall not contain any extraneous information such as advertisements or marketing material.

a. Factor 1 – PRICE: Schedule of Services; a unit price shall be inserted for each Firm Fixed

Price (FFP) Contract Line-Item Number (CLIN) and shall be rounded to two decimal places.

The extended amount must equal the unit price multiplied by the number/quantity of units. The estimated total for the basic performance period will then be added to the estimated total for each Option period to obtain the Total Evaluated Price. The Total Evaluated Price consists of the base and all options periods. The Government is seeking a price reduction; ensure this discount is reflected in the attached Schedule of Supplies.

b. Factor 2 – TECHNICAL: The Technical Volume shall be specific and complete. The maximum page limitation for the Technical Volume is 25 pages. Excess pages will not be considered in the evaluation. Electronic documents shall be in Microsoft Word and/or Excel format or Adobe Acrobat Reader. In the Technical Volume, address your proposed approach to meeting the minimum performance or capability requirements of each technical factor. Your responses will be evaluated against 52.212-2, Evaluation Factors. Provide as specifically as possible, the actual methodology you would use for accomplishing and satisfying the requirements. All the requirements specified in the RFQ are mandatory. By your quote submission, you are representing that you will perform all the requirements specified in the

RFQ. Quoter shall be required to submit a signed and dated professional exemption at attachment 5.

Quotes shall be evaluated against the following technical sub-factors:

1) Sub-factor 1: Recruit, Hire and Retain Qualified Personnel

Quoters shall demonstrate an acceptable approach to recruit, hire and retain qualified and certified personnel capable of satisfying the requirements included in the

Performance Work Statement (PWS) (Attachment 3).

mailto:joy.grubb.1@us.af.mil mailto:michael.simington@us.af.mil

Request for Quote FA301625Q602 3

2) Sub-factor 2: Qualified Control Plan (QCP)

The Technical response shall include a QCP that (1) identifies the process employed to inspect the services/deliverable in the PWS Section 6, (2) addresses roles and authorities of the Primary Quality Personnel; and (3) addresses methods used for identifying and preventing defects before performance becomes unacceptable and identifies corrective actions.

c. Factor 3 – PAST PERFORMANCE: The Past Performance Information shall be submitted using Attachment 7 (Performance Questionnaire). Quoters are advised that the Government may obtain past performance information as necessary, including, but not limited to, that contained in Past Performance Information Retrieval System (PPIRS), Contract Performance

Assessment Reporting System (CPARS) reports, the past and present efforts provided by the vendor, Past Performance List of References (Attachment 6), Past Performance Questionnaires

(PPQs) (Attachment 7), and/or data independently obtained from other government or commercial sources.

Quoters shall submit the Past Performance List of References (Attachment 6) and send blank Past

Performance Questionnaires (PPQs) (Attachment 7), to present and/or past Government and/or industry customers for no more than three (3) most recent and relevant contracts performed within the last three (3) years. In assessing Quoters past performance, the Government will utilize the information on past and present efforts submitted by the quoter on the Past Performance List of References (Attachment 6) and PPQs

(Attachment 7) to evaluate how well quoters performed on the submitted projects. Therefore, quoters should submit projects that reflect the highest quality of performance that is relevant to the Government’s requirement.

Quoters shall follow-up to ensure that the Government receives completed questionnaires. Forms submitted directly to the Government by the quoter will NOT satisfy the requirement for past performance information and will not be evaluated. It is the quoter’s responsibility to ensure that their customers complete the form and return it DIRECTLY to Joy Grubb, Contract Specialist, at joy.grubb.1@us.af.mil and Michael Simington, Contracting Officer, at michael.simington@us.af.mil by the closing date and time.

Addendum to 52.212-1(c) Period of acceptance of offers. The paragraph is tailored as follows:

The vendor agrees to hold the prices in its quote for 60 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the RFQ.

The Government intends to evaluate quotes and award a contract without interchanges with Quoters.

Therefore, the vendor’s initial quotes should contain the best terms from a price and technical standpoint.

However, the Government reserves the right to conduct interchanges if later determined by the Contracting

Officer to be necessary. The Government may reject any or all quotes if such action is in the public interest;

accept other than the lowest quote; and waive informalities and minor irregularities in quotes received.

8. Addendum to FAR 52.212-2, Evaluation—Commercial Items (Oct 2014). Addendum to allow instructions for the basis for award.

This is a Service-Disabled Veteran Owned Small Business Set-Aside, and the government will award a contract that provides the greatest overall benefit based on the responses to the evaluation criteria outlined in this RFQ.

By submission of its quote, the quoter accedes to all RFQ requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or sub-factors. If five (5) or fewer quotes are received, the Government will evaluate all quotes for technical acceptability. If more than five (5) quotes are received, the Government will then evaluate five (5) lowest priced quotes for technical acceptability. However, the Government reserves the right to evaluate additional quotes for technical acceptability if deemed to be in the best interest. If additional quotes are evaluated for technical

Request for Quote FA301625Q602 4 acceptability, they will be evaluated in the order of increasing total evaluated price, when the agency determines that none of the initial five (5) lowest priced quotes are qualified as acceptable. The agency will reject and not consider for award any quote found technically unacceptable and ineligible for award under the terms of this

RFQ, in the absence of interchanges.

a. Price Evaluation: The Government will evaluate the price quotes, and any other relevant quote data submitted, to determine if proposed prices are reasonable. A quoter’s proposed prices will be determined by multiplying the quantities identified in the Schedule of Services (Attachment

2) by the proposed unit price for each CLIN. The extended amounts for each CLIN will then be totaled to obtain the total for each performance period. The total for the basic performance period will then be added to the total for each Option period to obtain the total proposed price.

In addition, the Option to Extend Services Clause (52.217-8), is also considered part of this overall evaluation. All proposed prices for all contract periods will be evaluated for reasonableness, which may be determined based on prices submitted by the competition, historical pricing, current market conditions, comparison to the Independent Government

Estimate, and/or other price analysis techniques. Evaluation of option prices will not obligate the Government to exercise options. The Government may require submission of information other than cost or pricing data to the extent necessary to evaluate price reasonableness. After price evaluation is complete the Government will rank all Technically Acceptable quotes by total evaluated price.

b. Technical Acceptability: The Government will first evaluate all timely quotes for technical acceptability. To be eligible for award an offer must be technically acceptable. To be acceptable all technical sub-factors must be rated technically acceptable. If, any technical sub-factor is rated unacceptable, the overall quote will receive a rating of unacceptable. Only quotes rated as technically acceptable can receive an award.

1. Each technical factor will receive one of the ratings listed below:

Acceptable – Quote meets the requirements of the RFQ

Unacceptable – Quote does not meet the requirements of the RFQ

2. Quotes shall be evaluated against the following technical sub-factors:

a) Sub-factor 1: Recruit, Hire, and Retain Qualified Personnel

Quoters shall demonstrate an acceptable approach to recruit, hire and retain qualified and certified personnel capable of satisfying the requirements included in the Performance Work Statement (PWS), (Atch 3).

Standard: A technically acceptable standard is met when a Quoter provides a sufficiently detailed technical approach to recruit, hire, and retain qualified personnel that clearly meets the required credentials as outlined in the PWS.

b) Sub-factor 2: Organizational Structure and Staffing

The Technical response shall include a QCP that (1) identifies the process employed to inspect the services/deliverable in the PWS Section 6.0, (2) addresses roles and authorities of the Primary Quality Personnel; and (3) addresses methods used for identifying and preventing defect before performance becomes unacceptable and identifies corrective actions.

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Standard: A technically acceptable standard is met when a quoter provides the

QCP identifying (1) the process employed to inspect the services/deliverable in

PWS Section 6.0, (2) addresses methods used for identifying and preventing defect before performance becomes unacceptable and identifies corrective actions.

c. Performance Confidence Assessment: Using past performance questionnaires and data provided by the quoter, and data independently obtained from other Government and commercial sources, the contracting officer will evaluate recent and relevant past performance information and will use this information to develop a performance confidence assessment. The Government will use the following procedures in evaluating performance confidence:

Standard for Evaluation

Past Performance – The Government will accomplish the past performance evaluation, assigning a performance confidence assessment rating to the quoter’s quote based on performance ratings of recent and relevant efforts. The Government will seek recent and relevant performance information from: Past Performance Information Retrieval System (PPIRS), Contract Performance Assessment

Reporting System (CPARS) reports, the past and present efforts provided by the quoter, Past

Performance List of References (Attachment 6), Past Performance Questionnaires (PPQs), (Attachment 7) and/or data independently obtained from other government or commercial sources.

The past performance evaluation will take into account past performance information regarding predecessor companies, key personnel, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. The past performance evaluation may also consider the past performance of affiliated companies or operating divisions within the parent company or joint ventures of the parent company when it is reasonable to attribute the experience of these past efforts to the proposed effort and when they clearly demonstrate that the resources (e.g. financial resources, overall oversight and management or other resources) of the parent or affiliated division will fully affect performance of the instant acquisition. The past performance of teaming partners or subcontractors who are proposed to perform less than 20% of the work and are not proposed to perform critical aspects will not be evaluated.

Recency – Present and Past Performance efforts will first be evaluated for recency. To be recent, some portion of the performance effort must have occurred within the last three years prior to the issue date of the RFQ. Performance not qualifying as recent will not receive further evaluation or consideration. Non-recent performance will not be evaluated for relevancy or quality of performance.

Relevancy – The Government will next evaluate the relevancy of performance that qualified as recent. Relevant performance includes performance of efforts that are similar or greater in scope, magnitude and complexity for the effort described in this RFQ. Performance qualifying as relevant will be categorized as Relevant or not relevant. Performance that does not meet the definition of relevant will not be evaluated for quality of performance. The relevancy definitions are as follows:

a. Relevant – Present/Past Performance effort involved similar scope and magnitude of effort as this RFQ

b. Not Relevant – Relevant performance fails to meet requirements for relevant

Request for Quote FA301625Q602 6 performance.

Quality of Performance – Performance efforts that qualify as recent and relevant will then be evaluated for quality of performance. Each evaluated effort will receive one of the following performance ratings: Very Good, Satisfactory, Marginal, Unsatisfactory and

Unknown.

PERFORMANCE

RATING

DEFINITION

Very Good Performance meets contractual requirements and exceeds some requirements to the Government’s benefit. The contractual performance of the element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element being assessed contained some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance being assessed reflects a serious problem for which the contractor has not yet identified corrective actions or the contractor’s proposed actions appear only marginally effective or we not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element being assessed contains serious problems(s) for which the contractor’s corrective actions appear or were ineffective.

Unknown (Neutral) No relevant past performance information is available, or it is so sparse that no meaningful past performance rating can be assigned.

Based on the evaluation of individual performance efforts, the Government will then develop one of the following Performance Confidence Assessments for each quoter whose past performance is evaluated.

Rating Definition

Substantial Confidence Based on the quoter’s performance record, the

Government has a high expectation that the quoter will successfully perform the required effort.

Satisfactory Confidence Based on the quoter’s performance record, the

Government has an expectation that the quoter will successfully perform the required effort.

No Confidence Based on the quoter's performance record, the government has no expectation that the quoter will be able to successfully perform the required effort.

Unknown Confidence No performance record is identifiable or the quoter’s performance record is so limited that no

Request for Quote FA301625Q602 7 confidence assessment rating can be reasonably assigned.

The Government will generally apply the following relationship between performance ratings and performance confidence. Quoters with no relevant past or present performance history or whose performance record is so limited that no confidence assessment rating can be reasonably assigned may receive the rating of “Unknown Confidence”, meaning the rating is treated neither favorably nor unfavorably. Quoters may be asked to clarify certain aspects of their quote (for example, the relevance of past performance information) or respond to adverse past performance information to which the quoter has not previously had an opportunity to respond. Adverse past performance is defined as past or present performance effort that is rated less than satisfactory overall or any unfavorable comments received from sources without a formal rating system.

A. Award will be made utilizing the following process:

1) The Government will first evaluate the past performance for the technically acceptable offer with the lowest evaluated reasonable price. If the technically acceptable quote with the lowest evaluated reasonable price has an overall “Substantial Confidence” performance rating, that offer represents the best value for the Government and the evaluation process stops at this point. Award will be made to that quoter without consideration or evaluation of the past performance of any other quoter contingent upon a determination of contractor responsibility for that quoter.

2) If the technically acceptable quoter with the lowest evaluated reasonable price does not have overall “Substantial Confidence” performance rating, the past performance evaluation process will continue (in order by evaluated price) until a technically acceptable quoter with a reasonable price is found with an overall “Substantial

Confidence” performance rating or until the past performance of all technically acceptable offers with a reasonable price are evaluated. At this point the Government will conduct an integrated best value assessment of all technically acceptable offers with a reasonable price whose past performance was evaluated. In either event, the Government will award to the responsible, technically acceptable quoter with a reasonable price whose quotes offers the best value to the Government.

B. Evaluation of FAR 52.217-8, Option to Extend Services: The contract will include four (4) 1-year option periods and this clause which affords the potential to extend the contract and additional six

(6) months beyond the awarded contract performance period. In the event the Government requires continued performance, the Government’s evaluation of prices proposed will be considered fair and reasonable as applied to an extension of services.

C. If you have any questions, please contact both Ms. Joy Grubb, at (210)652-8412, or email:

joy.grubb.1@us.af.mil and Michael Simington, at (210) 652-0872, or email:

michael.simington@us.af.mil, email is the preferred method.

D. 5 Attachments:

1) Clauses and Provisions

2) Schedule of Services

3) PWS

4) Additional Information

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5) Professional Exemption

6) Past Performance List of References

7) Performance Questionnaire