REVISED_EVALUATION_FACTORS_122016.docx

TIRNO-15-R-00046

EVALUATION FACTORS

1. AWARD TYPE.

a. It is anticipated that a single award of an indefinite delivery, indefinite quantity (IDIQ) contract will be made to the responsible Offeror submitting a conforming and technically acceptable proposal which provides the best value to the IRS.

2 EVALUATION FACTORS FOR AWARD. A proposal shall be deemed acceptable for evaluation purposes if the proposal is prepared in accordance 9, “Proposal Submittal Requirements.” Proposals will be evaluated based on the criteria listed below. The combined merit of the technical evaluation factors will be valued slightly higher than price. All sub-factors listed under Factor 1 are equal in weight.

a. FACTOR 1: Technical (Volume 1) (reference Section 9)

I. Technical Approach*

II. Relevant Work Experience, 9.4.2.8

III. Past Performance, 9.4.2.9

IV. Price

b. FACTOR 2: Price (Volume II) (reference Section 9.3- Price will be evaluated by lowest price. Evaluation of the option years will not obligate the IRS to exercise the option.

3 PROPOSAL EVALUATION SYSTEM

a. Proposal evaluation. The technical and non-technical aspects of each proposal will be evaluated. The evaluation process will be a multi-step process:

An evaluation panel will be established to initially evaluate each technical proposal in response to this solicitation and in accordance with the proposal evaluation factors listed in 2. The Contracting Officer will evaluate each price proposal. Upon completion of this step, the Contracting Officer will either award the contract or establish a competitive range comprising of those Offerors who have a reasonable chance of award. If the Contracting Officer established a competitive range, he will either (1) begin discussions with Offerors in the competitive range by informing them of significant weaknesses and/or deficiencies identified during the evaluation process; those Offerors will be allowed to make proposal revisions in their technical and/or price proposals; and the technical and/or price proposal will be re-evaluated based upon the proposal revisions and the contract will be awarded.

Award will be made to the Offeror proposing the best value to the IRS, price and other factors considered. Best value is defined as the procurement process that results in the most advantageous acquisition decision for the IRS and is performed through an integrated assessment of the trade-off analysis between technical and price factors.

1. Deficient proposals. A proposal may be considered deficient if it does not meet the minimum requirements as stated in the Description/Statement of Work (PWS). It is at the sole discretion of the Contracting Officer whether or not to consider such proposal for further evaluation or selection.

The IRS will evaluate offers for award by evaluating the total price offered for base year and the option years. Evaluation of option years will not obligate IRS to exercise the option.

TECHNICAL EVALUATIONS

A. EVALUATION PROCEDURES/METHOD OF AWARD

The Government intends to award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to this solicitation presents the greatest overall benefit or “best value” to the Government, price and other factors considered. The Government will employ a "trade-off" approach for making this determination. In accordance with FAR 15.101-1, this process permits tradeoffs among price and non-price factors and allows the Government to accept the other than the lowest price proposal. The following factors shall be used to evaluate offers. The combined merit of the technical evaluation factors will be valued higher than price. All technical evaluation factors listed are weighted equally. Each of the sub-factors listed under the evaluation factor, Technical Approach, are weighted equally.

I. Technical Approach* Sub factor A: Staffing Plan and Phase-In Plan Sub factor B: Building Operations Plan Sub factor C: Service Call Plan Sub factor D: Preventative Maintenance Plan Sub factor E: Additional Services Sub factor F: Subcontracted Work

II. Relevant Work Experience III. Past Performance IV. Price

All technical evaluation factors other than price, when combined, are significantly more important than price.*

B. EVALUATION OF OFFERS

An Adjectival Rating will be assigned to each technical factor (or sub-factor) based on the descriptions below:

Low Risk Technical Approach demonstrates an excellent understanding of requirements in that the Approach exceeds performance or capability standards; and has many strengths that will significantly benefit the Government; and there are few weaknesses and no deficiencies. The highest quality of contract performance is anticipated with little or no risk of unsuccessful contract performance.

Low to Moderate Risk Technical Approach demonstrates good understanding of requirement in that the Approach meets or exceeds performance or capability standards; and has more strengths than weaknesses resulting in an overall benefit to the Government. There are no deficiencies. There is a high probability of success with little or no risk of unsuccessful contract performance.

Moderate Risk Technical Approach demonstrates acceptable understanding of requirements in that the Approach meets performance or capability standards; and few strengths that offset the quotes weaknesses. There are no deficiencies. There is a fair probability of success with a moderate degree of acceptable risk.

High Risk Technical Approach demonstrates an unacceptable understanding of requirements in that the Approach fails to meet performance or capability standards. Requirements can only be met with major changes to the quote. Several weaknesses and/or deficiencies exist. Quote presents an unacceptably high degree of risk to successful contract performance. Quote is un-awardable.

The following definitions apply:

I. TECHNICAL APPROACH

The documentation submitted by the offeror to address this technical evaluation factor shall outline the contractors overall approach to accomplishing the requirements of this solicitation. The plans submitted for this factor will be incorporated into the contract and shall be binding upon the final executed contract. Offeror’s are reminded that ratings for the sub factors under the Technical Approach factor will be used to make up the overall rating for the technical approach factor. Below are the specific items that shall be evaluated for this factor. If an offeror receives an adjectival rating of “unacceptable” for any sub-factor, the offerors entire proposal will be deemed unacceptable and the offer will be ineligible for award.

To determine if the Offeror’s Technical Approach is relevant, the Government will consider, among other criteria:

Sub factor A - Staffing Plan and Phase-In Plan This sub-factor will be used to evaluate the offeror’s Staffing Plan and Phase-In Plan.

THE STANDARD IS MET WHEN THE OFFEROR:

a. Includes an efficient Staffing Plan that contains a sound organizational structure; demonstrates key personnel will meet qualification requirements of the solicitation; provides for sufficient on-site skilled staffing (to include standby/recall staffing procedures) for all shift schedules; demonstrates effective recruitment and employment methodology throughout the contract term; and demonstrates offeror’s understanding of contract requirements.

Staffing Plan - (content instructions from solicitation):

(i) Include a sound organization chart that clearly identifies all project personnel by position title. Provide position titles, the numbers of each, trades and skill levels of personnel in each position (e.g., journeyman electrician 2, apprentice electrician – 1, etc). The chart should show the lines of supervisory control of the various elements of the organization and show the number of personnel in each position by trade. Include proposed subcontractors in the organization chart to demonstrate the lines of management and control over the subcontractors. This chart will be included into the resultant contract. Any proposed part time employees should be clearly indicated on the chart.

(ii) Submit resumes for key personnel, to include the proposed project manager, any shift supervisors and the CMMS administrator. For each of these levels identify the authority/limits and dollar level/limit of financial commitments, authority to hire or replace personnel, enter into subcontract arrangements, purchase materials and equipment, and negotiate task orders and contract changes.

(iii) Provide a complete 30 day schedule that clearly demonstrates each person that will be on site for this contract. It should clearly show each positions shift times (start and stop), which days are worked over the 30 day period, and identify their associated trade. Any proposed part time employees should clearly be indicated on the schedule

(iv) Describe the recruitment and employment methods that will be used to staff the organization, initially and during the contract period. Include a table of personnel sources, noting the percentage of the total workforce to be recruited from the following (a) the Offeror’s own resources, (b) incumbent contractor personnel, and (c) outside recruitment.

b. Includes an efficient Phase-In Plan that ensures timely start-up (within 60 days of contract award, unless shorter time is proposed by offeror), and a realistic timeline for accomplishing phase-in tasks.

Phase-In Plan – (content instructions from solicitation):

The offeror’s approach for meeting the requirements of Section C, Paragraph 3.9. The plan shall include milestone charts and address all of the requirements in the PWS Sections 3.9.1 thru 3.9.6 and discuss (i) staffing proposed to prepare the workforce to assume full operations on the first day of contract performance; (ii) procedures to be used for the “Existing Condition Inspection” (iii) level of detail to which the “Existing Condition Inspection” will be conducted and (iv) timeline (within the first 60 days after contract award and prior to contract start) for phase-in including all milestones for significant phase-in events, such as:

a. Existing Condition Inspection (3.9.2 – 3.9.2.2);

b. Existing Condition Inspection report details and submittal date (3.9.3);

c. How, when, and by whom the CMMS system will be inspected and deficiencies noted and corrected (3.9.1).

d. Completion of material stocking effort (3.3.5);

e. Effecting necessary subcontracts;

f. Obtaining necessary clearance for all employees;

g. Achieving full staffing levels; and

h. Phase-In Submittals identified in Technical Exhibit TE-6, required before contract start date.

i.

Sub factor B - Building Operating Plan

This sub-factor will be used to evaluate the offeror’s approach and apparent understanding for operating a building similar to the MAIN IR DC.

THE STANDARD IS MET WHEN THE OFFEROR:

Demonstrates a good understanding of contract requirements and provides an efficient and effective approach to building operations through the Offeror’s sample Building Operating Plan (BOP). The sample BOP should specifically address the offeror’s plan for meeting the requirements of the PWS section C.3.1.1 including summer & winter operations.

The Sample BOP is to address the following:

a. Heating, Ventilation and Air Conditioning (HVAC) equipment operations to achieve energy efficiency for various ambient outside temperature levels;

b. HVAC equipment operations to achieve proper outside air ventilation;

c. HVAC equipment operations to enhance the reliability of critical equipment and subsequent reduction in risk to the IRS mission;

d. Energy intense equipment (all equipment above 5HP) start up and shut down schedules and operating procedures to achieve sound energy management practices while at the same time providing a building environment in accordance with this solicitation;

e. Achievement and maintenance of temperatures in facility occupied space;

f. Achievement and maintenance of temperature in facility unoccupied spaces;

g. Procedures to achieve climate conditions for Information System equipment and other specialized equipment;

h. Operating Interior lighting;

i. Operating Exterior lighting;

j. Operations to protect facility and equipment during extreme cold;

k. Chilled Water and Hot Water reset schedules based on indoor and outside temperatures/weather;

l. Procedures for use of Government-furnished free cooling building equipment to save energy;

m. A specific description of how and when equipment operational checks (tours) will be performed;

n. A description of how automated control systems (BAS) for building equipment will be monitored, maintained, and backed-up;

o. A description of the procedures for how all outages to building equipment and systems will be requested in advance. All non-emergency non-PM related outages shall be approved by the COR a minimum of 24 hours in advance;

p. Description of complete water treatment program for all systems; and

q. How, when, and by whom the equipment condition report will be accomplished.

Sub factor C - Service Call Plan

This sub-factor will be used to evaluate the offeror’s approach and apparent understanding for receipt, response, performance, and documentation of Service Calls required under the contract.

THE STANDARD IS MET WHEN THE OFFEROR:

Describes an effective approach and demonstrates a good understanding for meeting the requirements of the PWS (re: 3.3, Service Calls).

Offeror’s proposed Service Call Plan is to address the following, as a minimum:

a. How service calls will be received and completed during normal hours;

b. How service calls will be received and completed after normal hours;

c. How all service calls will be documented in the CMMS;

d. How repair requirements identified during service calls will be completed;

e. How Contractor Quality Control will be accomplished on service calls;

f. Procedures to be used when service call costs are expected to be above $3,000;

g. List of service call materials and critical spare parts that will be stocked on-site; and

h. How service calls requesting technical assistance will be completed.

Sub factor D - Preventive Maintenance Plan –

This sub-factor will be used to evaluate the offeror’s approach and apparent understanding for receipt, response, performance, and documentation of PMs required under the contract.

THE STANDARD IS MET WHEN THE OFFEROR:

Demonstrates a good understanding of PM requirements and describes an effective approach for meeting the requirements of the PWS (re: Paragraph 3.4, Preventative Maintenance & Certification).

Offeror’s proposed PM Plan is to address the following, as a minimum:

a. How, when, and by whom the equipment inventory and PM schedule will be updated;

b. How PM work orders will be assigned and completed;

c. Procedures for handling equipment inventory changes;

d. How PM work orders will be closed-out and equipment records updated in the CMMS;

e. Approach for “Certification and Testing” requirement (See PWS Paragraph 3.4.6 & 7) including names of individuals or firms that will perform the certification on each type of equipment/system;

f. How Contractor Quality Control will be performed on PM work orders;

g. How equipment will be labeled with updated equipment ID numbers; and

h. List of materials and parts for equipment PM activities that will be maintained on-site.

Sub factor E - Additional Services Plan

This sub-factor will be used to evaluate the offeror’s approach and apparent understanding for performing Additional Service work, to include how requests for Additional Services work will be estimated, proposed, staffed and/or subcontracted, scheduled, controlled, and inspected.

THE STANDARD IS MET WHEN THE OFFEROR:

Describes an effective approach and demonstrates a good understanding for meeting the requirements of the PWS (re: 4, Additional Services Work).

Offeror’s proposed Additional Services Plan is to discuss the following areas at a minimum:

a. Procedures and staffing to be used in preparing additional services proposals;

b. Procedures for scheduling additional services task orders;

c. Identify the source of staffing for additional services task orders if the offeror proposes to complete it with offeror personnel, indicate how it will be accomplished (by normal staffing, overtime, over hires, etc.);

d. Procedures for managing and assuring quality work is performed on additional services task orders before they are closed out;

e. Process of how additional repair requirements identified by the offeror during the performance of the initial task orders will be handled;

f. If work is to be performed by subcontract, indicate how subcontractors will be obtained, scheduled, and managed to meet required delivery dates. Also describe contracts or other means offeror may have in place to meet contract requirements.

Sub factor F - Subcontracted Work

This sub-factor will be used to evaluate the offeror’s approach and apparent understanding for subcontracting.

THE STANDARD IS MET WHEN THE OFFEROR:

Demonstrates an understanding of the functions within Basic Services that may require subcontracted personnel to perform; and describes an effective approach for recruiting, retaining and managing qualified subcontractors.

Offeror is to discuss the following areas:

a. Functions that will be subcontracted for performance of Basic Services.

b. Illustration of how offeror will recruit and retain qualified subcontractors and manage their performance as part of their Quality Control Plan (QCP).

c. Offeror shall select proposed subcontractors (including suppliers) on a competitive basis to the maximum extent practicable consistent with the objectives and requirements of the solicitation. Competitive solicitation of proposed subcontractors shall be discussed in this section. Non-competitive selection of proposed subcontractors must be justified.

d. Identify what percentage of proposed fixed monthly prices for Basic Services will be performed by other than the offeror’s own employees. Identify which of the labor categories for Additional Services will be performed by other than offeror’s own employees.

NOTICE: In order to be eligible for contract award, offeror must perform contract services using its own employees. The use of subcontractors must be limited to ensure compliance with FAR 52.219-14, Limitations on Subcontracting, as follows;

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(2) Supplies (other than procurement from a non-manufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials.

(3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

(4) Construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees.

Notice: Unless expressly provided in any resulting contract, award of the contract shall not be construed as the consent or authorization by the IRS to the selection of any proposed subcontractors.

Restatement of the PWS requirements and/or statements that the proposal is compliant with the RFP without a clear description of the proposed approaches, techniques, solutions and or processes to satisfy the technical requirements will result in an Unacceptable rating for that factor.

II. RELEVANT WORK EXPERIENCE

This factor is used to evaluate the offeror’s relevant work experience (i.e. extent of similar work experience the contractor has) to assess confidence in the offeror’s ability to successfully perform contract requirements at this facility. The offeror shall include two relevant contracts where they have performed or are performing similar work at for at least one (1) year, but has not been more than three (3) years since they no longer provided the services. If more than two (2) relevant contract examples are provided the government will only evaluate the first two (2) in the proposal to determine the rating. Therefore, the contractor should pick only the best two relevant contracts to include in their proposal. The offeror should include enough information for the government to determine if the contracts are similar in size and complexity to the MAIN IR DC and this scope of work.

THE STANDARD IS MET WHEN THE OFFEROR:

a. Has experience performing at least one relevant contract as the Prime contractor. “Relevant” experience shall encompass operations, maintenance, construction & alterations, and repair services, for a facility (government or non-government organization) which is similar in size and complexity as to the one for this solicitation. NOTICE: “Relevancy” does not mean that it must meet, or exceed, MAIN IR DC exact building size; office & computer room square footage; personnel population; and equipment configuration.

b. For determining relevancy the following factors shall be used:

c. Contract start and finish date (if still active then so indicate).

d. Contract annual dollar value.

e. Number of full-time and part-time on-site contractor personnel provided daily.

f. Size of building in square footage (if more than one building is included in the contract indicate the square footage for each building separately). (1,424,395 SF)

g. Computer room size in square footage (if more than one building is included in the contract indicate the computer room square footage for each building separately). (10,000 SF)

h. Building operating hours (if more than one building indicate the operating hours for each building). (6:00 AM to 6:00 PM )

i. Number of building occupants (per shift if more than one shift and broken out per building if more than one building). (3000)

j. Age of building (if more than one building is included in the contract indicate the age for each building separately). (circa 1936)

k. Identify the amount and size of major building equipment maintained including, but not limited to:

a. Generators (400kW)

b. Transfer Switches (1)

c. Chillers (3@1000 ton)

d. Cooling Towers (4@1000 ton)

e. Boilers (Steam PRV’s 220 psig to 50 psig)

f. Air Handling Units (22 Main AHU’s 35,015 CFM Supply, 25,725 CFM Return Each.)

g. HVAC Building Automation Systems (Automated Logic, WebCtrl, with approximately 3000 control points)

h. Computer Room HVAC (4@15 ton/each )

i. Fire Alarm Systems (Edwards System Technology EST3)

j. Medium and High Voltage Electrical Systems (13.2KV, 3200V, 480V)

l. If this is a joint venture clearly indicate which contractor worked at each building. If it was worked as a joint venture, then indicate who served as the prime and who was the sub and percentage of each workforce.

m. Indicate if the contract included repair, construction and alteration activities. If so indicate the approximate dollar value performed each year.

(1) If this is a joint venture clearly indicate which contractor worked at each building. If it was worked as a joint venture, then indicate who served as the prime and who was the sub and percentage of each workforce.

(2) Indicate if the contract included repair, construction and alteration activities. If so indicate the approximate dollar value performed each year.

III. PAST PERFORMANCE .

This sub-factor is used to evaluate offeror’s related records of past performance at relevant facilities (i.e., how well contractor performed; quality of work; & client satisfaction) to assess confidence in the offeror’s ability to successfully perform contract requirements. The government shall consider information submitted in response to the solicitation, as well as information obtained from any other source when evaluating the offeror's past performance. The offeror shall provide contact references names and contact information from the two relevant contracts provided. The contact information must be current. If the government is unable to contact the references from the relevant contracts it may cause the offeror to be rated neutral for past performance.

THE STANDARD IS MET WHEN:

Information obtained from contractor’s references and other sources available to the government reveal a trend of overall satisfaction with the quality of services rendered.

*N – NEUTRAL: A rating of “NEUTRAL” will be assessed when the offeror provides a proposal in which there is not relevant performance history. In this case, an offeror without a record of past performance or for whom information on past performance is not available; the offeror may not be evaluated favorably or unfavorably on past performance.

* The “N-Neutral” rating is applicable to past performance ONLY. This rating will only be used for Offeror’s with no previous relevant past performance.

IV. PRICE EVALUATION

The offeror shall submit prices for all contract line items (this includes a detailed price/cost breakdown for each line item) to be considered responsive/eligible for contract award. Price evaluation will be undertaken concurrently with the technical evaluation by the Contracting Officer. Although the proposed prices will not be scored, they will be evaluated for each mandatory contract line item described in SF 1449. These prices will be evaluated using the following criteria:

1. Price analysis will be conducted in accordance with the applicable techniques cited in FAR 15.805-2.

2. The total anticipated annual prices for the Base Period and each Option Period will be added together for a total proposed price.

5. SAFEGUARDING INFORMATION

A. General

1. After receipt of the offeror’s proposal(s), none of the information contained in it or information concerning the number or identity of the offeror(s) shall be made available to the public or to anyone in the Government not having a need-to-know. Proper care to protect all evaluation data on a strict need-to-know basis shall be exercised. During the evaluation process, approval by the Contracting Officer shall be obtained prior to release of any information concerning the evaluation.

B. Notification and Debriefings

1. After final selection of the awardee has taken place and the report is forwarded to OS:A:P:B:A:A, the Contracting Officer will notify the unsuccessful offeror(s). Debriefings will be conducted, upon request, in accordance with FAR Part 15.503, 15.505, 15.506 and 15.507 as required and applicable. Debriefing of unsuccessful offeror(s), if requested, shall be accomplished by the Contracting Officer and the Chief/Chairman of the evaluation board and only upon written request.

6. OPENING OF PROPOSALS AND NEGOTIATIONS. No information regarding proposals received will be furnished to any Offeror or to any individual without a lawful need to know, prior to completion of evaluation, negotiation and award of the contracts.

7. SELECTION. The Contracting Officer will notify all Offerors of contract award. Unsuccessful Offerors may request in writing, a debriefing by the Contracting Officer within seven (7) calendar days after the receipt of the notice of award.