RFQ Instructions for vendors.docx

REQUEST FOR QUOTATIONS

INSTRUCTIONS TO VENDORS/EVALUATION FACTORS

Defense Finance and Accounting Service ACS IDS CCTV Maintenance: HQ042325QE099

Defense Finance and Accounting Service (DFAS) is issuing a Request for Quotation (RFQ) for the supplies and services specified in the attached Performance Work Statement (PWS). Quotation evaluation will be conducted in accordance with Section 3.0 of this document, with the intention to issue a single-award Firm Fixed Price Contract.

This is an all-or-none requirement. Quoters must provide a quote for all work to be considered for award.

Quotations must be received by email to Laura B. Price at Laura.B.Price7.civ@mail.mil by 5:00PM EST, 10/28/2025.

Questions regarding this solicitation are due to Laura.B.Price7.civ@mail.mil by 12:00PM EST, 10/15/2025. Questions will be answered at the discretion of the Contracting Officer.

1.0 GENERAL INSTRUCTIONS:

1.1. Quotations shall include the RFQ number, date of submittal, the vendor’s name, address, CAGE, POC name, phone number, and email. Quotations shall include attachments and shall be submitted via email. The first attachment represents the vendor’s response to Certifications, Factor 1. The second attachment represents the vendor’s response to past performance, Factor 2. The third attachment represents the vendor’s response to Price, Factor 3. Vendors may use the body of their email as a cover letter. Limit the cover letter to 600 words.

1.2. Text shall be single-spaced, on 8 1/2 x 11 inch paper, with minimum one-inch margins on all sides and minimum 12-point font. Text and graphics shall be in a format readable by Adobe PDF, Microsoft Word, PowerPoint or Excel. Text within tables and graphics shall be a minimum of 10-point font. Note: There is a 15MB limit for email submissions.

1.3. Page Limitations. Any pages in excess of the page limitations below will not be considered. Cover pages and Table of Contents may be excluded from the page count.

2.0 SUBMISSION INSTRUCTIONS:

Factor 1 – Certifications The quoter shall successfully demonstrate understanding of and the ability to meet all requirements set forth in section 6.0 Requirements of the PWS. In order to be considered certified and technically acceptable, the vendor must be:

1) LEVEL/On-Guard certified and

2) Bosch and DMP Intrusion Detection System authorized resellers with a familiarity with Bosch and DMP technology and support those devices.

Quoting vendors must have employees with the necessary certifications, have a working knowledge and experience of these systems.

Factor 2 – Past Performance

(A) Provide a list of three (3), no more than three (3) of your most recent and relevant contracts. Only recent and relevant contracts will be evaluated. Recent means contracts performed or completed within three years from the quotation due date. For contracts that are currently being performed, the vendor must have performed at least six months of service for the contract to be evaluated. Relevant means similar in scope and complexity to the solicited work. Furnish the following information for each contract referenced:

(1) Company/Division name

(2) Description of Service

(3) Contracting Agency/Customer

(4) Contract Number

(5) Contract Dollar Value

(6) Period of Performance

(7) Verified, up-to-date name, address, email and phone number of the contracting officer/POC

(8) Comments regarding compliance with contract terms and conditions

(9) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

(10) Explanation of why their contract is relevant to the solicited work.

(B) Questionnaires. Attached to the solicitation is a Past Performance Questionnaire (PPQ). Vendors are required to send the Questionnaire to each contracting officer or point of contact (POC) with knowledge of the vendor’s performance for each contract referenced (unless a past performance record is already available in CPARS for the referenced contract). The contracting officer/POC should be instructed to send the Questionnaire directly to the person identified on the first page of the Instructions no later than the quotation due date specified. The vendor is solely responsible for ensuring that Questionnaires are received by the Government no later than the quotation due date. Questionnaires received after the quotation due date may not be considered in the evaluation.

(C) Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime contractor or the Government without the subcontractor’s consent. Provide a letter, as an additional Attachment, from each subcontractor that will perform significant aspects of this requirement, consenting to the release of their past performance information to the prime contractor and the Government. Consent letters do not count toward page limitations.

Factor 3– Price Attached to the solicitation is a Schedule of Items attachment, the quoter shall complete the Schedule of Items pricing sheet which contains one tab.

Prices are to be provided as FFP per month. The price shall include contractor to provide labor, service, personnel, parts, supervision, equipment, tools, material, and other items and services as needed for DFAS-IN Access Control System (ACS) that includes LENEL System Administration, Alarm Monitoring, Video Viewer, automatic door openers and all associated hardware, software, and equipment for the system to be fully operational. This also includes labor, service, personnel, parts, supervision, equipment, tools, material, and other items and services as needed for the DFAS-IN Intrusion Detection System (IDS) (that includes DMP and Bosch system panels along with all associated hardware, field devices and equipment for the system to be fully operational). Significant discounts are strongly encouraged and should be identified on the Pricing Worksheet.

3.0 EVALUATION

The Government intends to evaluate quotations and issue a Firm Fixed Price, single-award contract based upon the vendor’s proposed certifications, technical approach and price based on initial quotation. Therefore, the vendor’s initial quotation should contain the best terms from a pricing and technical standpoint.

The award shall be made to the responsible vendor whose quotation represents the best value to the Government. The Government may reject any or all quotations if such action is in the public interest; accept a quotation other than the lowest priced quotation; and waive informalities and minor irregularities in quotations received.

3.1. Order of Importance

Factor 1 will determine whether the quote is acceptable. If acceptable Factor 2 – Past Performance is more important than Factor 3 – Price. However, the importance of price will increase if quotations are rated and considered essentially equal in terms of non-price factors.

3.2. Ratings

Factor 1 – Certifications: Certifications Rating Method

Those quotes rated as Unacceptable will not be evaluated further and will not be considered for award.

Those quotes rated as Acceptable will be evaluated with the following order of importance.

Factor 2 – Past Performance will be evaluated in the following manner:

The Government shall evaluate recent and relevant performance information on vendors based on the contracts provided by the vendor and Questionnaires received. The Government may seek, and consider in the evaluation, data independently obtained from other government and commercial sources, including databases such as CPARS. Recent means contracts performed or completed within three years from the quotation due date. For contracts that are currently being carried out, the contractor must have performed at least six months of service for that contract to be considered under Fact 2 – Past Performance. Relevant means similar in scope and complexity to the solicited work.

Projects performed by subcontractors or joint venture partners may be considered relevant, provided the information submitted by the contractor demonstrates that the subcontractor or joint venture partner played a major and critical role in successfully performing the project. Relevant projects performed by the contractor as a prime contractor will be weighed more heavily in the overall evaluation. Contracts performed for the Department of Defense, depending on relevancy, may be considered more significant in the evaluation.

The government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this solicitation, see Table below:

Relevancy Table

The purpose of the past performance evaluation is to allow the government to assess the contractor’s ability to perform the effort described in the solicitation, based on recency, relevancy, and quality of performance on the quoter’s past performance efforts. The assessment process will result in an overall performance confidence rating in accordance with Table 2. For quotes where past performance history is so sparse that no meaningful confidence assessment can reasonably be assigned, their confidence assessment shall receive the rating of “Neutral Confidence.” A rating of “Neutral Confidence” may have less merit than a rating of high, substantial, or satisfactory confidence.

Table 2 High Confidence: Based on the contractor’s performance record, the government has high confidence the contractor will successfully perform the required effort.

Substantial Confidence: Based on the contractor’s performance record, the government has substantial confidence the contractor will successfully perform the required effort.

Satisfactory Confidence: Based on the contractor’s performance record, the government has confidence the contractor will successfully perform the required effort.

Neutral Confidence: Performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Limited Confidence: Based on the contractor’s performance record, substantial doubt exists that the contractor will successfully perform the required effort.

No Confidence: Based on the contractor’s performance record, extreme doubt exists that the contractor will successfully perform the required effort.

3.4. Factor 3 – Price

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Price reasonableness determination is anticipated through adequate competition. This effort is being competed among certified 1) LEVEL/On-Guard certified and 2) Bosch and DMP Intrusion Detection System authorized resellers with a familiarity with Bosch and DMP technology and support those devices. These are also businesses with small business concerns. For a price to be determined reasonable, it must represent a price to the Government that a prudent person would pay in the conduct of competitive business.

The government has included 52.217-8, Option to Extend Services. For evaluation purposes, the Government will consider the price for the six-month Option to Extend Services as equal to half the price of the last option period quoted. The total evaluated price will include the base period and all options including the Option to Extend Services. Evaluation of options will not obligate the government to exercise the options.