W912L624R3826 OKARNG YR Event-Planner Svc Instructions to Offerors.docx

52.212-1, Evaluation-Commercial Products and Commercial Services - Addendum

SOLICITATION W912L6-24-R-3826

OK ARMY NATIONAL GUARD

YELLOW RIBBON EVENT SUPPORT SERVICES

XX-XX APRIL 2024

OKLAHOMA CITY, OK METRO AREA

1. GENERAL INSTRUCTIONS:

a). The Government anticipates awarding a Firm-Fixed-Price (FFP) Purchase Order to a Small Business based on the evaluation criteria of the Lowest Price Technically Acceptable (LPTA) resulting from this RFP without discussions. LPTA means the technical proposal(s) will be evaluated first to be rated as “Acceptable” or “Unacceptable”. Those technical proposals rated as “Acceptable” will then be looked at for the lowest price; the Offeror with an acceptable technical proposal and with the lowest price will be awarded the Purchase Order. The Offeror shall submit a proposal that will meet or exceed the technical requirements stated in the Performance Work Statement (PWS).

b). If the Offeror should provide a proposal for more than one location, the technical proposal shall be separated for each location for ease of identification and evaluation. All pricing shall be submitted on the provided Price Proposal sheet.

c). Proposals received and deemed “responsive” will be technically evaluated and rated either “Acceptable” or “Unacceptable” in accordance with the evaluation criteria.

2. PROPOSAL SUBMISSIONS:

At the close of the proposal due date and time, the proposals will be reviewed for responsiveness as follows:

a). Proposals will be reviewed for receipt on or before the proposal due date and time. If not, the Offeror will be notified right away.

b). The Offeror’s company will be searched in the Systems for Award Management (SAM) database for an active registration (https://sam.gov). If found active, the expiration date must exceed the dates of the event by 60-days from the date of award to ensure the company will be paid after the submission of a proper WAWF invoicing without hinderance or issues. If the Offeror’s SAM registration is found to be inactive, the Offeror’s proposal will be deemed “non-responsive” and will not be evaluated nor considered for award. The Offeror will be notified right away.

c). The Offeror’s proposal packet will be reviewed for document completeness (i.e. technical proposal(s) and price proposal documents) in accordance with the instructions for submitting a technical proposal and the price proposal documentation.

d). Once the review is complete, the Offerors deemed “Responsive” will be technically evaluated, per the criteria below.

3. TECHNICAL PROPOSAL PACKET:

a). The Technical Proposal Packet must have a sufficiently written plan to support the technical requirements in the PWS in a complete and detailed manner. A proposal packet that does not have a sufficiently written plan to support the technical requirements in the PWS in a complete and detailed manner, will result in an unfavorable proposal evaluation. This also includes the completeness of the price proposal document.

b). The Technical Proposal shall NOT have, consist of, nor contain pricing information. If the Offeror’s technical proposal has pricing information, it will result in an unfavorable proposal evaluation.

4. TECHNICAL EVALUATION CRITERIA:

The items listed below are the evaluation criteria for the “Technical Proposal” packet as follows:

a). The technical proposal(s) shall be titled, “Technical Proposal for W912L6-24-R-3826”, Offeror’s Company Name, address, phone number, POC for the submitted proposal and the company’s CAGE.

b). Offeror must provide proof for the ability to secure a venue/facility for the event suitable for the estimated quantity of 1,800 members and family. Must provide the name, phone number, and email address of the person at the venue/facility the Offeror met with to discuss these arrangements.

c). Offeror may provide a technical proposal for more than one location. Each technical proposal will be separated for ease of identifying the venue/facility and dates, which are 5-7Apr2024 or 12-14Apr2024 or 26-28Apr2024. The purpose for multiple dates is to provide flexibility to the Offeror should there be availability issues at the hotel, conference center, and the education facility. The dates will not be evaluated. The Government is not requiring the Offeror to secure the location with a deposit or contract; nor will the Government make payment in advance of any type.

d). Offeror must provide a written plan for the two-day event in accordance with the Paragraph 3.0. Must be more than a restatement/reiteration/echo or mimicked language in the solicitation or stating the Offeror is capable of meeting the requirement at each paragraph in the PWS. A plan is to describe the Offeror’s intent of how their company will organize and run the event.

e). Offeror must provide the name of the Point of Contact (POC) for the duration of the event.

f). Provide a list of the light refreshments proposed to be served as well as the beverages and condiments.

g). Offeror shall provide the time the POC will need to meet with the Contracting Officer’s Representative (COR) the afternoon/evening prior to the event for the Yellow Ribbon staff to pre-stage (on the 5th or the 12th or the 26th).

h). Line Cards or marketing documents will not be evaluated or accepted as a technical proposal.

5. PRICE PROPOSAL:

a). Offeror shall submit pricing, for ALL dates proposed, on the provided Proposal Pricing sheet in this solicitation. The Offeror is welcome to provide more than one price proposal for the dates: 5-7 Apr 2024 or 12-14 Apr 2024 or 26-28 Apr 2024. The dates are not subject to evaluation. The date range is given for flexibility of availability at the hotel, conference center, or the education facility as the Offerors prepare for a proposal. There will only be one line item for the total price of the event for each date. Total pricing is required.