QUOTE SUBMISSION INSTRUCTIONS.pdf

SOURCE SELECTION INFORMATION - SEE FAR 2.101 and 3.104)

MAR 23

Quote Submission Instructions

A. QUOTE SUBMISSION

1. QUOTE SUBMISSION REQUIREMENTS

a. Each volume shall be submitted electronically via EMAIL to the

Contracting Officer and Contract Specialist listed in SAM.GOV posting. Any portion of the Quote that is changed should be annotated and dated. Each volume shall be clearly labeled with its Title and a copy number (e.g., copy 1 of 5).

b. Each paragraph should be single spaced, and shall be separated by at least one blank line. A standard, 12-point minimum font size applies. Arial or New Times Roman fonts are required. Tables and illustrations may use a reduced font size no less than 8-point and may be produced in landscape mode.

c. The following volumes of material shall be submitted:

Volume Title Digital Copies Maximum Pages

I Technical 1 50

II Cost/Price 1 25

III Past Performance 1 No page limit

IV Solicitation, Offer and Award Documents, and Certifications / Representations

1 No page limit

NOTE: Pages that exceed the required page limitations will not be evaluated.

Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government.

2. QUOTE FILES

a. Format. The submission shall be clearly indexed and logically assembled.

Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and Request for Quote (RFQ) number in the header and/or footer. A Table of Contents should be created using the Table of Content feature in Microsoft (MS) Word. MS Word (doc) files shall use the following page setup parameters:

Margins – Top, Bottom, Left, Right – 1” Gutter – 0” From Edge – Header, Footer 0.5” Page Size, Width – 8.5” Page Size, Height – 11”

The following additional restrictions apply:

b. Content Requirement. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the Quote in a concise manner, to permit a complete and accurate evaluation of each Quote. Each file of the Quote shall consist of a Table of Contents, Summary Section, and the Narrative discussion. The Summary Section shall contain a brief abstract of the file. Proprietary information shall be clearly marked. The following shall be included in the Narrative discussion:

(i) VOLUME I – Technical. The volume shall provide information to substantiate compliance with the Performance Work Statement and shall include a technical plan with the following information:

a. Demonstrates a structured approach for rail switching services and rail car movements to include response times for both movement requests and callout services/emergency moves.

b. Demonstrate a structured approach for sourcing alternative locomotives and personnel to ensure continued performance.

c. Provide proposed equipment and resources necessary to meet the scope and scale of services set forth in PWS.

d. Provide limitations to compliance in response to section 5.3 of the Performance Work Statement “Special Conditions”.

e. Provide the experience and certifications sufficient to demonstrate a qualified pool of contractor employees.

(ii) VOLUME II – Cost/Price. The volume shall be organized into the following sections:

(1) Electronic Copy. Cost requirements: Files contained on the Volume II Cost files may not be password protected. Electronic links are only permissible within the Cost Volume. If files contain links, the links must be intact and maintained through all revisions. The Offeror shall not include pivot tables in Excel spreadsheets. The Offeror shall provide a completed Section B Supplies or Services and Prices/Costs.

(2) Compliance. Failure to comply with the RFQ requirements for Cost/Price information may result in an adverse assessment of an offeror’s Quote and reduce or eliminate its chance of being selected for award. Offerors shall ensure that the information presented in this volume is consistent and correlates with the information contained in the other Quote volumes. Also, the Offeror shall ensure that the information submitted in this volume is consistent with and fully supports the amounts set forth in the SF1449 and continuation sheets.

(3) General Instructions. If after receipt of Quotes the Contracting Officer determines that there is insufficient information available to determine price reasonableness, the Offeror may be required to submit other than cost or pricing data.

There are no page limitations for this volume. Quote information included in this volume which is not directly related to Cost will be disregarded.

(iii) VOLUME III – Past Performance. This volume shall contain past performance information regarding similar contracts. This volume shall not exceed 25 pages plus five pages for each major subcontractor, excluding Past Performance Questionnaire Forms. Offerors shall submit all Government and/or commercial contracts for the prime offeror and each major subcontractor in performance or awarded during the past three years, from the issue date of this RFQ, which are relevant to the efforts required by this solicitation. Relevant efforts are defined as services/efforts that are the same as or similar to the effort (as compared to North American Industry Classification System (NAICS) code 488210 - Support Activities for Rail Transportation required by the RFQ. Data concerning the offeror shall be provided first, followed by each proposed major subcontractor, in alphabetical order. The Offeror shall also submit the written consent of its major subcontractors to allow the disclosure of its subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all major subcontractors for their past performance to be considered. This volume shall be organized into the following sections:

(1) Section 1 – Contract Descriptions. This section shall include the following information in the following format.

(a) Contractor/Subcontractor place of performance, Commercial and

Government Entity (CAGE) Code and Data Universal Numbering System (DUNS) Number. If the work was performed as a subcontractor, also provide the name of the prime contractor and Point of Contact (POC) within the prime contractor organization (name, and current address, e-mail address, and telephone numbers).

(b) Government contracting activity, and current address, Procuring

Contracting Officer’s name, e-mail address, telephone and fax numbers.

(c) Government’s technical representative/Contracting Officer’s Representative and current email address, telephone, and fax numbers.

(d) Government contract administration activity and the Administrative

Contracting Officer’s name, and current e-mail address, telephone, and fax number.

(e) Government contract administration activity’s Pre-Award Monitor’s name, and current e-mail address, telephone, and fax numbers.

(f) Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase Agreements, include Delivery Order Numbers.

(g) Contract Type (specific type such as Fixed-Price (FP), Cost Reimbursement (CR), Time & Material (T&M), etc.). In the case of Indefinite Delivery contracts, indicate specific type (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FP, CR, T&M, etc.).

(h) Awarded price/cost.

(i) Final or projected final price/cost.

(j) Original delivery schedule, including dates of start and completion or work.

(k) Final or projected final, delivery schedule, including dates of start and completion of work.

(2) Section 2 – Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section 1, Contract Description, describing the objectives achieved and detailing how the effort is relevant to the requirement of this

RFQ.

(a) For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. All Requests for Deviation and Requests for Waiver shall be addressed with respect to causes and corrective actions. The offerors shall also provide copy of any Cure Notices or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

(b) For all contracts, the offeror shall provide data on all manufacturing warranty returns. Data shall delineate total number of warranty returns, number of Could Not Duplicate (CND), number of failures attributable to GFE component failures, and number and nature of failures attributable to the offeror’s delivered product.

(3) Section 3 – Subcontracts. Offerors shall provide an outline of how the effort required by the RFQ will be assigned for performance within the offeror’s corporate entity and among the proposed subcontractors. The information provided for the prime offeror and each proposed major subcontractor must include the entire company name, company address, CAGE Code, DUNS Number and type of work to be performed by citing the applicable Government PWS subparagraph number. This includes all subcontractors who will be providing critical hardware/services or whose subcontract is for more than 20% of the total proposed cost/price. This section will further include written consent of major subcontractors to allow the disclosure of their subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all major subcontractors

(4) Section 4 – New Corporate Entities. New corporate entities may submit data on prior contracts involving its offices and employees. However, in addition to the other requirements in this section, the offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above. Letters of Commitment shall be included in the Quote for these employees in order to be considered.

(5) Past Performance Questionnaire. For all contracts identified in Section 1, Contract Descriptions, a Past Performance Questionnaire must be completed and submitted. The offeror shall complete Part I of the Past Performance Questionnaire and e-mail the questionnaire to both the Government contracting activity and technical representative responsible for the past/current contract. The POCs shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the Contracting Office no later than the Quote due date, to danielle.r.rhone.civ@army.mil and thomas.c.hall111.civ@army.mil. The offeror shall e-mail to the Contracting Officer a list of all the POCs who were sent a questionnaire. The Government must receive this list no later than the Quote due date. The POC List shall be submitted in Word for Windows Table Format to include the following fields:

Solicitation Number; Company Name; Contract Number; Government Agency; POC Last Name, First Name; POC Title; POC Telephone Number; POC E-mail Address; and Date E-Mail to POC (month/day).

(6) Submissions. Offerors are discouraged from providing points of contact with another contractors’ facility, i.e., in case an offeror (or one of his/her team members) is in a subcontract with another contractor who has submitted a Quote on the same requirement. Offerors shall provide and submit the prime contract number and all Governmental agency POCs in lieu of subcontract numbers or prime contract POCs in situations as described above.

(iv) VOLUME IV – SOLICITATIONS, OFFER AND AWARD DOCUMENTS

AND CERTIFICATIONS/REPRESENTATIONS

Certifications and Representations – Each offeror shall complete (fill-in and signatures) the solicitation sections indicated below using the file (without modification to the file) provided with the RFQ. An authorized official of the firm shall sign the SF 1449 and all certifications requiring original signature. An Acrobat PDF file shall be created to capture the signatures for submission.

Solicitations, Offer and Award Documents and Certifications/Representations shall not be addressed separately from that submitted in VOLUME IV –

SOLICITATIONS, OFFER AND AWARD DOCUMENTS AND CERTIFICATIONS

/REPRESENTATIONS.