2025.09.04 E2E SAM.gov Update.pdf

SUBJECT: Acquisition Strategy, Milestone Updates, and Evaluation Factors for HTC711-25-Q- E124 End-To-End Systems Management Center (E2E SMC)

This is not an official solicitation, and the Government is not requesting nor accepting proposals currently.

1. Acquisition Strategy and Evaluation Approach:

This requirement will be solicited as a small business set-aside under North American Industry Classification System (NAICS) code 541519, Other Computer Related Services. It is the Government’s intent to award a firm-fixed price (FFP) task order against Encore III Small Business Suite to one contractor who demonstrates the ability to successfully provide support for the E2E SMC requirement for SDDC at Scott AFB, IL.

This will be a subjective best value tradeoff source selection and evaluations will be conducted in accordance with FAR part 16.505. Corporate Experience will be evaluated on a Confidence/Low Confidence basis. Technical is more important than cost or price. Within Technical, subfactor 1 is the most important. Subfactors 2 and 3 are of equal importance.

Subfactor 4 is pass/fail. Past performance will be evaluated on a Confidence/No Confidence basis on only the apparent awardee based on a Technical and Price tradeoff.

This solicitation will be evaluated in two phases. Initially for Phase I, the Government will review each offeror’s quote to verify that each volume conforms to the solicitation requirements (to include all terms, conditions, representations, certifications, and all other information required by the solicitation); quotes will be determined as “compliant” or “not compliant” with the solicitation requirements. Next, the Government will evaluate each offeror’s Phase I Corporate Experience and assign a Corporate Experience Rating. Once Phase I is complete, notices will be provided to the offerors. Offerors receiving a Corporate Experience rating of Confidence will be further evaluated in Phase II. Offerors receiving a Corporate Experience rating of Low Confidence will be removed from further consideration for award.

At the start of Phase II technical evaluations, the Government will calculate each offeror’s Total Evaluated Price (TEP). Next, the Government will evaluate each offeror’s Phase II Technical Capability Quote and assign a Technical Capability Rating.

Upon completion of Phase II technical evaluations, the Contracting Officer will complete a price analysis using one or more techniques in FAR 15.404-1(b)(2) to determine if the TEP is fair and reasonable. Thereafter, the Government will make a determination of the apparent successful offeror considering Technical Capability and Price.

Next, the Government will evaluate Past Performance of the apparent successful offeror. A single Past Performance Confidence Assessment rating of Confidence or No Confidence will be assigned. If the apparent successful offeror receives a Past Performance Confidence Assessment Rating of No Confidence, the offeror will be removed from further consideration for the award, and the Government will determine a new apparent successful offeror. This process will continue until an apparent successful offeror receives a Confidence Past Performance Confidence Assessment Rating, thereby representing the best value offeror.

2. Projected Key Milestone Dates:

Issue Solicitation: September 2025

Quotes Due: October 2025

Proposed Award Date: January 2026

3. DRAFT Evaluation Factors and Submission Requirements:

(A) Corporate Experience. This volume shall contain the offerors’ Corporate Experience. The offeror must demonstrate a comprehensive understanding of technical and functional support, helpdesk services, and call center integration, and sustainment. Offerors shall submit a Corporate Experience Narrative limited to two (2) examples showcasing their capabilities as either a prime contractor or subcontractor.

Specifically, each project/contract summary must include the following:

(a) Contract/Project Name.

(b) Customer/Client Name to include current telephone number and email address.

(c) Project Summary. Provide a brief, yet comprehensive summary of the project's background, purpose and objectives.

(d) Experience Narrative. The accompanying experience narrative must demonstrate specific expertise in crucial areas including:

(i) Contract Management with proven experience in establishing and maintaining an IT and communications environment for a 24/7/365 help desk capable of handling a potential call volume of 4,000-5,000 calls per month.

(ii) Utilization of relevant software such as ServiceNow, demonstrating practical application of industry-standard tools.

(iii) Services directly related to call centers for DoD or comparable clients, emphasizing the Offeror’s familiarity with similar operating environments.

(B) Price. This volume shall contain the offerors’ Price Quote, in the form of an Excel spreadsheet and all backup documentation used to support the prices.

(1) Utilizing the Price Detail and Staffing Matrix, offerors shall provide their proposed labor categories, mapped to their ENCORE III contract, and proposed labor rates. For each period of performance sheet, offerors shall identify the labor categories, labor rates and labor hours by PWS Task and Subtask Area.

(C) Technical Capability. This volume shall contain the offeror’s Technical Approach/Capability using Adobe or Microsoft Word.

(1) Subfactor 1 – E2E SMC Tier 1 Operations

Offerors shall propose a detailed technical approach to provide services covered under Task Area 3, PWS paragraphs 3.3.3-3.3.5.

(2) Subfactor 2 – ServiceNow and Telephone Support

Offerors shall propose a detailed technical approach to provide services covered under Task Area 2, PWS paragraphs 3.2.1-3.2.3 and 3.2.6.

(3) Subfactor 3 – Staffing Approach

Offerors shall propose a detailed staffing approach which identifies the necessary personnel resources given the offeror’s unique technical approach to performing the requirements. Utilizing the Price Detail and Staffing Matrix, offerors shall provide a mapping of their proposed labor categories to their ENCORE III contract labor categories and identify any qualifications beyond their ENCORE III contract. Only ENCORE III labor categories are permitted. The Price Detail and Staffing Matrix shall identify the proposed labor categories and hours by PWS Task and Subtask Area. The staffing approach shall also include the offeror’s plan to ensure all residential and foundational qualifications identified in PWS Appendix I, IAW DoD 8140.03M are met throughout the performance period. The number of annual hours used to represent one full-time equivalent (FTE) shall also be identified in the Staffing Matrix.

(4) Subfactor 4 – Transition Plan

Offerors shall submit a transition plan to ensure personnel are available to accomplish all PWS tasks at the start of Fully Operational Capability (FOC) on 1 April 2026 as described in PWS 7.1.

(C) Past Performance

(1) Offeror shall submit no more than two (2) past performance references of Government (DoD, federal, state & local) or commercial contracts/work efforts which they consider relevant (has logical connection to the work described in PWS), which are currently being performed or were performed within the last three (3) years (of the quote due date), and which demonstrates their ability to perform the work identified in the past performance areas as listed in subparagraph two (2) below. A past performance reference shall be a single Government or commercial contract/work effort. The reference shall correspond to the level that the Contractor Performance Assessment Reporting System (CPARS) references (e.g., if CPARS is at the IDIQ level, the IDIQ shall be referenced).

Each reference associated with a single CPARS shall be considered one reference. If CPARS reports are only reported at the IDIQ level, this shall be noted. Offerors shall provide a clear explanation of the relevancy of each reference submitted, however, the Government will not be bound by those statements in making its own relevancy determinations.

(2) Note that each individual reference does not need to reflect performance in all identified performance areas. Offeror is to provide past performance information in the following performance areas as it relates to DoD, federal, state and local Government, and/or commercial experience:

(a) Performance Area 1: Experience providing sustainment and maintenance in a ticketing software system and database administration servicing multiple transportation, finance, scheduling, personal property, or related applications.

(b) Performance Area 2: Experience providing constant support (24/7/365) in an IT and communications help desk support environment with the ability to demonstrate experience in the following five (5) areas: (1) Ability to trouble-shoot (drill down to resolve the issues); (2) Ability to provide audits and log and track call information with a ticketing software system; (3) Ability to provide automated call distribution administration; (4) Ability to create/update/review a technical solution for user/caller distribution; and (5) Ability to provide Software Asset Management to include reporting on counts and incidents of licenses and reporting based on Standard Operating Procedures.