ROPA-25-00015 Attachment IV (Instructions to Quoters).pdf

1. QUOTATION DELIVERY AND DEADLINES

All questions regarding this Request for Quotation (RFQ) must be submitted in writing to the Contracting Officer (CO), Charnelle Brown, at charnelle.brown@hq.dhs.gov, and Contract Specialist, Karen Ma, at karen.ma@hq.dhs.gov, no later than 10 AM ET, 8/8/2025 (Friday).

Interested Quoter shall submit its quote via email to the Contracting Officer (CO), Charnelle Brown, at charnelle.brown@hq.dhs.gov, and Contract Specialist, Karen Ma, at karen.ma@hq.dhs.gov, no later than 10 AM ET, 8/15/2025 (Friday).

2. QUOTATION CONTENT AND SUBMISSION INSTRUCTIONS

2.1 Quotation Validity Period

Quotations shall be valid for a minimum of sixty (60) days.

2.2 Quotation Content

2.2.1 Factor 1: Technical Requirements

The Quotation shall reference the RFQ number and include the company’s complete business mailing address, Point of Contact (POC) information and Unique Entity Identifier (UEI).

The Quoter shall include capability information that demonstrates the Quoter’s ability to successfully provide all Brand Name equipment at the stated quantities and meets all required capabilities as set forth in Attachment I (Statement of Work). The Quoter shall include sufficient product literature information to verify the items meet specifications.

2.2.2 Factor 2: Delivery

The Quoter shall provide a timeline for delivery of all items. Delivery is required within thirty (30) calendar days. If a delivery date range is provided, the last day of the range for delivery will be used for the evaluation.

The shipping terms for delivery shall be FOB Destination.

2.2.3 Factor 3: Price

The Quoter shall submit a Firm-Fixed-Price (FFP) quote and complete Attachment III (Price Quote). Quoters are encouraged to offer discounts. Incomplete price quotes that do not provide all requested items will not be considered.

The Quoter shall complete all applicable provisions included within Attachment II (Provisions and Clauses).

Any assumptions/exceptions/deviations shall be clearly marked within the Quotation. Deviations/ exceptions/ assumptions included in the quote may be evaluated negatively and considered unacceptable if the proposed terms do not provide clear benefits to the Government.

2.3 Quotation Submission

The Contracting Officer and the Contract Specialist will perform an initial compliance check of quotations to mailto:charnelle.brown@hq.dhs.gov mailto:karen.ma@hq.dhs.gov mailto:charnelle.brown@hq.dhs.gov mailto:karen.ma@hq.dhs.gov determine conformance of the quotation to the RFQ instructions. Quotations found to be in gross non-conformance with the RFQ instructions will be identified by the CO and may be excluded from the competition.

Quoters that do not meet the submission deadline for receipt of Quotation may be excluded from the competition and its quotation may not be accepted.

The quotation submitted shall fully comply with all requirements in the RFQ. The Quotation shall clearly demonstrate the Quoter’s understanding of the overall and specific technical requirements of the SOW. Failure of the Quoter to address all requirements of the RFQ in their Quotation may result in the Quotation not being considered for evaluation by the Government. Clarity and completeness of the Quotation is of the utmost importance. The Quotation shall be written in a practical, clear and concise manner.

3. EVALUATION CRITERIA FOR AWARD

3.1 BASIS FOR AWARD

It is the Government’s intent to award a task order to the Quoter whose quotation, in conforming to the RFQ, provides the overall best value to the Government considering non-price and price factors. For the purposes of this RFQ, “best value” is defined as the procurement process resulting in the most advantageous acquisition decision for the Government based on a tradeoff analysis among the three (3) evaluation factors. The Government may elect to award to other than the lowest priced quoter based on the results of the tradeoff analysis between non-price and price factors.

This method does not use any aspects of FAR subpart 15.3. The use of this process does not obligate the Government to determine a competitive range, conduct discussions with any Quoters, solicit Quotations or revisions thereto, or use any other source selection techniques associated with FAR subpart 15.3.

The following Evaluation Factors apply and will be used in the tradeoff decision:

• Factor 1: Technical Requirements (PASS/FAIL)

• Factor 2: Delivery

• Factor 3: Price

Factor 1: Technical Requirements is the most important factor. Factor 2: Delivery will be less important than Factor 3: Price.

In the event that two or more quotations are determined not to have any substantial technical differences (i.e.

are technically equivalent), award may be made to the lower priced quote. Likewise, in the event that two or more quotations are determined not to have any substantial price differences, award may be made to the Quoter who proposed a substantially shorter delivery timeframe. It should be noted that award may be made to other than the lowest priced quote if the Government determines that a price premium is warranted due to the technical merit. The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted.

Factor 1: Technical Requirements

Technical Requirements will be PASS/FAIL. The Government will evaluate how the Quoter’s capability information demonstrates the Quoter’s ability to successfully provide all Brand Name equipment at the stated quantities and meets all required capabilities as set forth in Attachment I (Statement of Work). The

Government will evaluate how the Quoter’s product literature information demonstrates the Quoter’s ability to deliver all items required.

Factor 2: Delivery

The timeline proposed to provide all required items will be evaluated. A shorter timeline will be evaluated more favorably. Any delivery dates that go beyond the thirty (30) calendar days requested will not be accepted.

Factor 3: Price

The Government will conduct a price analysis by (a) comparing the Quotations against the Independent Government Cost Estimate, and (b) comparing prices among quotes received. The Government will determine whether the price is fair and reasonable, and whether the price, in combination with the technical factors specified in the RFQ, represents the best value to the Government.

3.1 BASIS FOR AWARD