USAFA SIMP Instructions to Offerors (ITO).pdf

RFQ FA700021Q0021

Instructions to Offerors

IAW FAR 12.603

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the instructions to offerors; quotes are being requested and a written solicitation (SF 1449) will be issued.

The Request for Quotation (RFQ) number FA700021Q0021 shall be used to reference any written quote provided under this RFQ.

The RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-03; Effective 16 February 2021.

This is a set-aside for Women-Owned Small Businesses (WOSB).

The associated North American Industry Classification System (NAICS) is 811219 with a size standard of $20,500,000.00, and the Product Service Code (PSC) is J065. All responsible WOSB sources may submit a quote, which if received timely, will be considered by the 10th Contracting Squadron, United States Air Force Academy (USAFA).

The Government bears no legal liability for the costs associated with preparing a quote. Vendors should not submit a quote unless they are willing to absorb all costs associated with submitting a quote. The Government reserves the right to cancel this RFQ, either before or after the closing date.

The Government will not consider any quotes that contain used, reconditioned, refurbished, gray market, or liquidated stock.

Before submitting a quote, please read the instructions in the addenda to FAR 52.212-1, Instructions to Offerors- Commercial Items, listed below. It is the quoter’s responsibility to ensure their quote meets all the requirements identified herein.

I. DESCRIPTION OF REQUIREMENTS

The USAFA has a requirement for a Surgical Instrument Maintenance Program (SIMP) to service 10th Medical Group’s Operating Room. For a detailed description of this requirement, see Attachment 2, Performance Work Statement along with Appendix A (On-Site Equipment List) and Appendix B (Off- Site Equipment Loaner List). The bid schedule and contract CLIN schedule are below:

Delivery: Delivery must be F.O.B Destination to U.S. Air Force Academy, CO 80840.

Inspection/Acceptance: The Government will inspect and accept services at the Government’s location, U.S. Air Force Academy, CO 80840. Payment on invoices cannot be made until the Government has accepted the services.

II. SOLICITATION INSTRUCTIONS

ADDENDA TO FAR 52.212-1: INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS

a. To assure timely and equitable evaluation of the quotes, the quoter must follow the instructions contained herein. Quoters are required to meet all RFQ requirements, including terms and conditions, representations and certifications, and technical requirements and past performance information. Failure to meet a requirement may result in an offer being ineligible for award. Quoters must clearly identify any exception to the RFQ terms and conditions and provide complete accompanying rationale.

b. The contracting officer has determined there is a high probability of adequate price competition for this acquisition. Upon examination of the initial offers, the contracting officer will review this determination and if, in the contracting officer's opinion, adequate price competition exists no additional cost information will be requested. However, if at any time during this competition the contracting officer determines that adequate price competition no longer exists; quoters may be required to submit information to the extent necessary for the contracting officer to determine the reasonableness and affordability of the price.

c. In all instances throughout this RFQ, to include the applicable provisions and clauses, any use of the word "proposal" should be understood as "quote". All instances of the word "offeror" should be understood as "quoter". All instances of the word "award" should be understood as "purchase order".

d. Paragraph (c) first sentence revised as follows: “The vendor agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the quote.”

Submission of offers:

RFQ due date: 17 March 2021 RFQ due time: 4:00 P.M. Mountain Daylight Time Email to the individuals listed below

THIS MUST BE SENT VIA EMAIL TO THE INDIVIDUALS LISTED AS STATED

BELOW. ANYTHING OTHERWISE CAN AND WILL BE CONSIDERED

NONRESPONSIVE. YOU MAY WISH TO PLACE A READ/DELIVERY RECEIPT.

Note: .zip files are not an acceptable format for the Air Force Network and will not go through our email system.

All questions regarding this RFQ must be email to laura.downey.1@us.af.mil by 4:00 P.M.

Mountain Daylight Time on 15 March 2021.

Please provide the following information with your quote:

Company Name: ____________ DUNS Number: ____________ Cage Code: _______________ *Number of Employees_____________ *Total Yearly Revenue_______________ *Information required determining size of business for the NAICS referenced above

(1) Submit signed and dated quotes via e-mail to:

mailto:laura.downey.1@us.af.mil

10th Contracting Squadron

10 CONS/PKB

Attn: Jerry Smith and Laura Downey

Email addresses:

jerry.smith.25@us.af.mil laura.downey.1@us.af.mil

Phone numbers:

719-333-3587 719-333-4054

The contractor’s quote/response shall consist of four (4) separate parts:

Part I – Price Quote Part II – Technical Documentation

Part III – Past Performance Part IV – Contract Documentation

1. PART I – Price Quote

a. Complete blocks 12, 17a, 19, 20, 21, 22, 23, 24, 30(a) (b) and (c) of the SF 1449. In doing so, the quoter accedes to the contract terms and conditions as written in the Solicitation, with attachments. The Solicitation constitutes the model contract.

b. Insert proposed UNIT and EXTENDED prices in the Pricing Schedule (Attachment 5). The extended amount must equal the whole dollar unit price multiplied by the number of units. All dollar amounts SHALL be ROUNDED TO THE NEAREST DOLLAR. The quote(s) must be submitted for a base period plus three (3) option years.

c. The evaluated price will include consideration of pricing for the extension of services under FAR clause 52.217-8. Exercise of the 52.217-8 will be in accordance with the clause language and the Government reserves the right to exercise the clause at the end of any period of performance throughout the term of the contract. The Government will evaluate offers for award purposes by adding the total price for all options to include the extension of services to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise such options.

2. Part II – Technical Quoters shall provide a Quality Control Plan which identifies an acceptable approach to meet the requirements identified in the PWS. Along with the Quality Control Plan the quoter must also provide a Mission-Essential Contractor Service Plan for continuing operations during a crisis.

3. Part III - Past Performance Past performance information will be evaluated with information gathered via the CAGE code submitted;

The Contract Performance Assessment Reporting System (CPARS) will be searched to evaluate past performance and information will also be pulled from the System for Award Management (SAM), IAW FAR 9.104-6. In the case of a quoter without a record of relevant past performance or for whom information on past performance is not available on CPARS.gov, or SAM.gov or so sparse that no meaningful past performance rating can be reasonably assigned, the quoter shall be determined to have unknown (or "neutral") past performance. In the context of acceptability / unacceptability, a neutral rating shall be considered "acceptable".

mailto:jerry.smith.25@us.af.mil mailto:laura.downey.1@us.af.mil

4. Part IV – Contract Documentation

a. All companies must be registered in the System for Award Management at https://www.sam.gov/portal/public/SAM/ to be considered for award. The Government will not provide contract financing for this acquisition. Invoice instruction shall be provided at time of award.

b. If applicable, provide a written statement that the quote incorporates all amendments to the RFQ.

c. The quoter must provide a statement that they understand they must meet all requirements stated in the

PWS.

d. Late submissions. FAR 52.212-1(f) is amended as follows:

(1) Quotes received after this date and time will be considered late and will not be considered unless it is received before award is made, and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition.

(2) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the RFQ, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the RFQ on the first work day on which normal Government processes resume.

e. A written notice of award or acceptance of a quote, emailed or otherwise furnished to the successful vendor within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

FAR Provision *52.212-2, Evaluation -- Commercial Items, applies to this acquisition and the following evaluation is applicable:

FAR 52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

(a)The Government will award a contract resulting from this RFQ to the responsible vendor whose quote conforming to the RFQ will be most advantageous to the Government, price and other factors considered. Pursuant to FAR 12.602 contract award will be made using Simplified Acquisition Procedures in accordance with FAR 13.106. Vendor’s submissions will be evaluated based upon the following:

Price Technical Capability

Past Performance https://www.sam.gov/portal/public/SAM/ http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1130_159445

ADDENDUM TO FAR 52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

The evaluation process shall consist of the following:

1. Price Evaluation

A. The government will rank all responsive quotes by the overall total price to include option pricing.

Award will be made based on the prices for the contract line items (CLINs) proposed by the vendor. The extended amounts will be added together to determine the overall total price. The unit price of the vendor’s quote shall control any conflict between the unit price and the overall total price submitted in response to this RFQ.

B. The evaluated price will include consideration of pricing for the extension of services under FAR clause 52.217-8. The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days. By extension, FAR clause 52.217-8 is determined fair and reasonable based on the price schedule evaluation.

2. Technical Evaluation

A. Technical capability shall be evaluated on an acceptable/unacceptable basis based on the Quality Control Plan identified in PWS para. 6.2 as well as the Mission-Essential Contractor Services Plan per DFARS 252.237-7024 and PWS para. 4.1.5. Technical Evaluation ratings will be as follows:

Technical Capability Acceptable/Unacceptable Ratings Rating Description

Acceptable

Quoter’s Quality Control Plan provides an acceptable approach to meet the requirements identified in the PWS and provides an acceptable plan to continue operations during a crisis as described within their Mission- Essential Contractor Service Plan per DFARS 252.237-7024 and PWS para 4.1.5.

Unacceptable

Quoter’s Quality Control Plan does not provide an acceptable approach to meet the requirements identified in the PWS and/or does not provide an acceptable plan to continue operations during a crisis as described within their Mission-Essential Contractor Service Plan per DFARS 252.237-7024 and PWS para 4.1.5.

3. Past Performance

Past performance information will be evaluated on an acceptable/unacceptable basis with information gathered via the CAGE code submitted; The Contract Performance Assessment Reporting System (CPARS) will be searched to evaluate past performance and information will also be pulled from the System for Award Management (SAM), IAW FAR 9.104-6. In the case of a quoter without a record of relevant past performance or for whom information on past performance is not available on CPARS.gov, or SAM.gov or so sparse that no meaningful past performance rating can be reasonably assigned, the quoter shall be determined to have unknown (or "neutral") past performance. In the context of acceptability / unacceptability, a neutral rating shall be considered "acceptable". Past Performance Evaluation ratings will be as follows:

Past Performance Evaluation Ratings

Rating Description Acceptable Vendor is not debarred, suspended or otherwise ineligible to receive an award and has no derogatory information and has no rating below satisfactory in CPARS.gov or SAM.gov in the past three years.

Unacceptable Vendor is debarred, suspended or otherwise ineligible to receive an award and has derogatory information and/or has a rating below satisfactory in CPARS.gov or SAM.gov in the past three years.

Communication conducted to resolve minor or clerical errors will not constitute discussions and the Contracting Officer reserves the right to award a contract without the opportunity for a quote revision.

BASIS FOR CONTRACT AWARD:

a. Responsiveness: The Government will begin by reviewing quotes received to determine if they are responsive to the RFQ requirements. A responsive quote is one that meets all of the terms, conditions and specifications in the RFQ. The Offeror must provide all documents listed and comply with all quote instructions in order for their quote to be considered “responsive” to this RFQ. Only responsive quotes will be evaluated for award.

b. Price (Factor 1). Then, all quotes determined to be “Responsive” will be ranked by Total Evaluated Price (TEP), from the lowest to the highest TEP. Evaluations will begin with the quote with the lowest TEP.

c. Technical (Factor 2). Beginning with the quote with the lowest TEP the quote will be evaluated for technical capability and assigned a rating of “Acceptable” or “Unacceptable”. If the Offeror’s technical evaluation is determined to be “Unacceptable”, the Offeror will no longer be considered for award and evaluation for that Offeror will stop. If the quote is rated “Acceptable”, the quote will next be evaluated for Past Performance.

d. Past Performance (Factor 3). Starting with the quote that has the lowest TEP and an “Acceptable” Technical Evaluation, Past Performance will be evaluated for that quote. If the quote receives an “Acceptable” rating, that quote represents the best value to the Government and evaluations will stop. If the quote is affordable, award will be made to that offeror. If the quote does not receive an “Acceptable” rating, the next lowest TEP quote will be evaluated for Technical capability and the evaluation process will continue until a quote receives an “Acceptable” Past Performance rating. At that point, evaluations will stop and award will be made to that Offeror.

III. ADDITIONAL PROVISIONS AND CLAUSES.

The contracting officer has determined the provisions and clauses listed below to be necessary for this acquisition. The full text of each provision and clause can be viewed at https://www.acquisition.gov/browse/index/far (FAR), https://www.acquisition.gov/dfars (DFARS), and https://www.acquisition.gov/affars (AFFARS).

IV. ATTACHMENTS TO THIS SOLICITATION

1. Performance Work Statement (including Appendices A and B)

2. Wage Determination

3. Contract Data Requirements Lists (DD Form 1423-1)

4. Financial Reference

5. Pricing Schedule https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/dfars https://www.acquisition.gov/affars