SECTION L

INSTRUCTIONS TO OFFERORS

Proposal Submission and Design Package

Requirements

1. General. These instructions prescribe the format of the proposal and describe the approach for the development and presentation of the proposal data. These instructions are designed to ensure the submission of necessary information and to provide for the understanding and comprehensive evaluation of proposals. Carefully review this section and its relationship to Section M prior to commencing proposal preparation. All solicitation amendments must be acknowledged.

2. Submittal of Solicitation Questions. Questions, concerns, clarifications, and any other communications regarding this solicitation shall be made via email to the primary Contract

Specialist, Edward Faison at carolina.d.banks.civ@army.mil Contracting Officer, Mr. Oswald

Pascal at Oswald.pascal.civ@army.mil THE DUE DATE FOR QUESTIONS AND

COMMENTS REGARDING THIS RFP IS May 21, 2026 12:00PM EASTERN STANDARD

TIME.

When submitting questions and comments, please refer to the specific text of the RFP in the

Following format:

Subject: W91QV1-26-Q-A038

Reference RFP Section , Paragraph(s) , Page(s) .

All questions will be answered via amendment and provided to all Offeror's via the Government

Point of Entry, Sam.Gov at https://www.sam.gov and questions will not be attributed to the submitting Offerors.

Proposal Submission. The offeror's proposal shall be submitted, using the most current amendment to the solicitation, via email as set forth below. The offeror's proposal shall consist of four (3) separate volumes. The Volumes are Volumes I-Administrative, Volume II-Technical, Volume III-Price. THE DUE DATE FOR PROPOSAL SUBMISSIONS IS 04 June 2026 AT

12:00PM EASTERN STANDARD TIME.

Discussions. It is the Government's intent to award without discussions. Initial proposal submission should contain the offeror's best technical proposal and prices. If discussions become necessary, the

Government reserves the right to conduct them.

Proposals shall be submitted to the following email addresses:

Primary Contract Specialist: Carolina Banks at Carolina.d.banks.civ@army.mil

Contracting Officer: Oswald Pascal at Oswald.pascal.civ@army.mil

Format. The submission shall be clearly indexed and logically assembled. Each volume shall be appropriately numbered and clearly identified with the date and solicitation.

mailto:carolina.d.banks.civ@army.mil mailto:Oswald.pascal.civ@army.mil https://www.sam.gov/ mailto:Carolina.d.banks.civ@army.mil mailto:Oswald.pascal.civ@army.mil number in the header and/or footer and shall begin at the top of each page.

The following additional restrictions apply: Each paragraph shall be separated by at least one blank line. A standard, 12-point minimum font size applies. Calibri fonts are required. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape.

Email Files. To the extent possible, proposals shall be submitted in one email with four file volumes, unless files are too large. The subject line of the email(s) shall be "Company

Name - RFP No. W91QV1-26-Q-A038". "If more than one email is sent, include the volume name(s) in the subject line of the email after the RFP No.

Page Count. The file name convention and page count for each volume is as fo11ows:

Volume Title i Name1 Maximum Number of Pages2

Volume I - Administrative

XXXX VTC maintenance 3 excluding covers, title pages, executive summaries, and table of contents

Volume II-Technical

Capability

XXXX VTC Maintenance

Technical Capability

NTE 3 pages, excluding resumes, covers, title pages, executive summaries, table of contents, drawings and Quality Control Plan

Quality Control Plan has no page limit.

Volume Ill- Price XXXX VTC maintenance Price

1 page

. For XXXX, use the Offeror's company name.

. Those pages that exceed the page counts for each volume or attachment will not be evaluated.

Offerors are expected to discuss the required content within the page limits set for each volume as provided in the above chart.

Content Requirements. All information shall be confined to the appropriate volume. The offeror shall confine submissions to essential matters, sufficient to define the proposal details, in a concise manner, to permit a complete and accurate evaluation of each proposal. Each volume of the proposal shall consist of 1) a Cover Sheet that identifies the Volume 2) Table of Contents 3) Summary Section and 4) the Narrative discussion. The Summary Section shall contain a brief abstract of the volume. Proprietary information shall be clearly marked.

The following shall be included in the Narrative discussion:

Volume I- Administrative Offerors must submit the SF1449 in its entirety. Offerors must fill in all information required in block 17a. including offeror's Cage Code. Offerors must also return any applicable SF30 - amendment cover sheets. Both the SF1449 (section 30, a, b &c) and the

SF30s shall be signed and dated by an official having the authority to contractually bind the firm. In addition, a complete copy of the offeror's System for Award Management (SAM) record, inclusive of Representations and Certifications shall be submitted. Each base and option CLIN must have an associated price listed in the document.

Volume II - Technical Capability (Non price) -The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims.

Legibility, clarity, and coherence are very important. Your responses will be evaluated against the factors defined in Addendum to FAR 52.212-2, Evaluation - Commercial Items. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Statements that the offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as "standard procedures will be employed" or

"well known techniques will be used," etc., will be considered unacceptable. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offeror's proposal. Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

The Technical Volume shall, at a minimum, be prepared in a form consistent with the Performance

Work Statement (PWS) and the evaluation criteria for award set forth in this solicitation. The section shall be prepared in an orderly format and in sufficient detail to enable the Government to make a thorough evaluation of the contractor's technical competence and ability to comply with the contract task requirements specified in the PWS Part 5. The offeror shall address as specifically as possible the actual methodology he/she would use for accomplishing the PWS tasks. The Technical Volume shall be organized according to the following three sub-factors as outlined below:

Sub-Factor 1:

Key Personnel: The ability to perform the work as outline in Section 1.16 Key Personnel of the

PWS must be clearly demonstrated by the capabilities shown in your proposal.

Volume III - Price-The offeror shall complete the Schedule of Supplies/Services page(s) of the

Standard Form (SF) 1449 of the solicitation with pricing for each contract line item (CLIN). The offeror shall include a spreadsheet with the breakout of the proposed labor categories and all estimated supplies, equipment, and materials. The Offeror shall provide fully burdened labor rates for all personnel for the base year and all option years as well as projected costs for the supplies, equipment, and material in accordance with the estimate workload provide in the PWS (Attachment 1). All dollar values shall be rounded to the nearest whole cent; any dollar values containing more than two (2) decimal places will be rounded to the nearest whole cent. Offerors shall not submit a price for the extension of services period at FAR 52.217-8. If items required to meet the intent of the PWS are missing or inaccurately estimated, the Offeror is expected to address the inadequacy in their narrative and provide for the addition(s) in their cost proposal.

Additional Instructions

Unique Entity ID (UEI) Number. (Applies to all proposals exceeding $3,000, and proposals of $3,000 or less if the solicitation requires the Contractor to be registered in the System for Award

Management (SAM) database. The offeror shall enter, in the block with its name and address on the cover page of its bid, the annotation "UEI" number that identifies the offeror's name and address. The

UEI number may be assigned at the discretion of the offeror to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a UEI number, it should https://www.sam.gov. All responses shall be received by the date and time that proposals are due. MICC-Fort Belvoir is not responsible for responses that are not received for any reason. The Questionnaire shall be forwarded to this designated point of contact, NOT back to the offeror.

For any contracts that did not/do not meet original schedule or technical 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 a copy of any Cure Notices or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the offerors or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

SITE VISIT (STRONGLY ENCOURAGED):

1. DATE AND TIME: Wednesday May 26, 2026 at 10:30AM

2. Location 7700 Arlington blvd Falls Church VA 22042

a. The names of no more than TWO individuals that will attend.

b. Company name, address and POC phone number; AND

c. Include the solicitation number in the e-mail.

3. The Government requests attendees to travel in no more than one (1) vehicle per company.

Each participating company will provide their own transportation. Offerors shall e-mail the following information to the

Contract Specialist: Carolina Banks arolina.d.banks.civ@army.mil)

Contracting Officer: Oswald Pascal (Oswald.pascal.civ@ https://www.sam.gov/ mailto:arolina.d.banks.civ@army.mil

SECTIONM

BASIS FOR AWARD

The award will be made to the Lowest Priced Technically Acceptable (LPTA) proposal. Proposals will be evaluated for technical acceptability but will not be ranked using the non-price Factor and Sub-

Factors. For an Offeror to be considered for award, the proposal must receive an "Acceptable" rating in every non-price Sub-Factor. A proposal receiving a rating of "Unacceptable" in any non-price Sub-

Factor will receive an "Unacceptable" rating on Technical Capability (Non-Price) and not be eligible for award.

EVALUATION CRITERIA

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

A. Technical Capability (Non-Price)

. Sub-factor 1: Key Personnel

B. Price

FACTORS TO BE EVALUATED

The following factors shall be used to evaluate offers Factor A, Technical Capability (Non-Price) which has one (1) sub-factors (1) key personnel

Factor B, Price.

FACTOR A. TECHNICAL CAPABILITY (NON-PRICE)

Offeror shall provide narrative as to their understanding of the specific requirements and the overall scope of work required within the Performance Work Statement (PWS). The Offeror shall provide a scheduling narrative describing how they propose to accomplish the tasks outlined in the PWS, which demonstrates their capability of planning, managing and performing the work outlined under each task.

Details should cover, at a minimum:

Sub-factor 1: Key Personnel -The Government will evaluate the degree to which the offeror's proposal demonstrates the ability to provide qualified key personnel and staff/workers in a timely manner, and a management plan for execution of all the tasks in the PWS. The offeror's proposal must describe a management approach to oversee tasks to ensure quality deliverables. The offeror must provide documentation/certification for the key personnel that reflects at a minimum requirement or similar and relevant work experience as outlined in the PWS. These individuals must demonstrate the operational knowledge, and relevant and sufficient experience and skill to complete the tasks outlined in the PWS. The Technical rating will be based on an "Acceptable" / "Unacceptable" basis. The following definitions will be used in evaluating the offeror's proposal against the technical requirement.

Rating Description

Acceptable Documentation of Photographer/Program Manager submitted with proposal clearly meet the minimum requirements demonstrating experience and knowledge outlined in section 1.10 of the PWS

Unacceptable Documentation of Photographer/Program Manager submitted with proposal

DO NOT meet the minimum requirements demonstrating experience and knowledge outlined in section 1.10 of the PWS.

FACTOR B. - PRICE

The Price Factor will not be scored or rated. Offered pricing response will be evaluated for completeness, price reasonableness, and pricing balance in accordance with FAR

12.602(b).

Options: The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s). As part of price evaluation, the government will evaluate its option to extend services (see

FAR Clause 52.217-8) by adding one-half of the offeror's final option period prices to the offeror's total price. Thus, the offeror's total price for the purpose of evaluation will include the base period, 1st option, 2nd option, 3rd option, 4th option, and 1/2 of the 4th option. Offerors are not required to enter a price for the six-month period.

Definitions:

• Completeness/Accuracy: The Offeror's proposal follows the Price Volume instructions in the RFP.

• Reasonableness: A price is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business.

• Unbalanced: Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly over or understated as indicated by the application of price analysis techniques.

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either part.

Before the Offer's specified expiration time, the Government may accept an offer (or part of an offer), whether there are negotiations after its receipt, unless a written notice of withdrawal is received before award.