DOI Event Services Quote Compliance Review and Gap Analysis

Small Business Set-Aside Status

SF18 face page states: 'THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDE' (also an apparent typo). Later narrative states: 'This requirement is a 100% total small business set-aside' and includes 52.219-6 checked in 52.212-5

Draft states '100% total small business set-aside' and commits SAM small business status under $9.0M

Conflict in Reference Criteria

High risk of confusion/eligibility protest or evaluation error; offeror could be deemed ineligible if the controlling portion is 'not set-aside' or vice versa

Add a clarification note in the quote: 'We note an internal inconsistency in the solicitation regarding set-aside status; we are a small business under NAICS 532284 ($9.0M) and are eligible under either scenario.' Consider asking CO for clarification pre-submission (if still within Q&A window)

NAICS

NAICS code is 532284; size standard $9.0M

Draft confirms NAICS alignment supports 532284 and small business under $9.0M

Aligned

Low

Include NAICS 532284 and size status directly in Contractor Core Data and/or SF18 cover letter

SAM Active Registration

Must be active at submission, award, and throughout performance

Draft confirms SAM will be active throughout

Aligned

Low

Add UEI/CAGE and SAM expiration/renewal confirmation (optional) for stronger evidence

UEI Requirement

UEI required to be considered

Draft references UEI and will provide it in core data (not populated)

Partial

If UEI omitted, could fail responsiveness

Provide UEI explicitly in the package (Core Data + SF18 blocks where applicable)

Stage

One (1) 20’ x 32’ stage raised 2’–3’ above ground

Commits to provide 20’ x 32’ stage; does not explicitly restate 2’–3’ height

Partial

Height requirement not explicitly confirmed

Add an explicit line confirming stage deck height will be within 2’–3’ above ground (or adjustable) and identify proposed height

Stage

Load capacity 200 lbs/sq ft

Explicitly confirms 200 lbs/sq ft load rating

Covered

None

Include manufacturer cut sheet/spec sheet as appendix (optional but strengthens proof)

Stage

Adjustable for variations in surface levels (slightly sloped asphalt)

Explicitly commits to adjustable leveling on sloped asphalt

Covered

None

Add brief method statement (leveling feet/legs, shimming policy) (optional)

Stage

One set of stairs and railings as required for compliance with all safety requirements

Commits to one set of stairs; states code-compliant handrails/edge protection/guardrails

Covered

None

Identify applicable code standard (e.g., local/state event safety standard) if known; otherwise keep as 'code-compliant'

Stage

Black skirting on three sides visible from seating

Explicitly commits to black skirting on three audience-facing sides

Covered

None

None

Stage

Park provides accessible ramp as additional access

Acknowledges Park provides ramp; will coordinate alignment

Covered

None

None

Tents (shade)

Large open tents totaling approx. 4,800–5,400 sq ft; oriented as directed by COR; limited support poles to avoid blocked line of sight

Commits to 4,800–5,400 sq ft and COR-directed orientation; mentions limited poles and sightlines

Covered

None

Consider adding an example configuration (e.g., 2x 40x60) as an option list

Tents (medical)

One 10’ x 10’ enclosed tent with HVAC; privacy potential; maintain 65–80°F

Commits to 10’ x 10’ enclosed HVAC tent; privacy; maintain 65–80°F

Covered

None

Specify HVAC type/capacity and power source approach (generator vs. venue power) to reduce feasibility questions

Tents (anchoring)

All tents on asphalt; cannot be staked; provide ample and secure weights and tie downs sufficient for windy conditions

Commits to ballast/weights and redundant tie-downs; periodic checks; trip hazard mitigation

Covered

None

Add engineered ballast rating approach (e.g., per manufacturer wind load tables) and onsite wind action thresholds (optional)

Chairs

Deliver 750 folding chairs

Commits to deliver 750 folding chairs and spare chairs

Covered

None

State chair type/weight rating/condition (commercial grade) (optional)

Chairs (option)

Separate bid option to set up and break down/remove all chairs

Commits to separate priced option and describes execution if exercised

Covered

None

None

Audio

Professional quality audio projecting clearly to 50’ x 150’ area; speakers sufficient

Commits to professional-grade sound reinforcement for 50’ x 150’; mentions speaker aim and avoiding dead zones

Covered

None

Add proposed system description (speaker model/type, mixer, wireless system count/channels) for evaluability

Audio

Microphones: 3 wireless with stands; 2 wireless audience; 2 backup (total 7)

Explicitly commits to all microphone quantities and total of seven

Covered

None

Add make/model as optional attachment; confirm frequency coordination/licensing considerations

Audio

All microphones have recharging capabilities or backup batteries

Commits to rechargeable systems where feasible and sufficient charged/backup batteries

Covered

None

Explicitly state 'All microphones will have rechargeable packs and/or backup batteries available onsite' to mirror SOW wording

Audio

Delivery, setup, takedown, and maintenance of audio equipment throughout event

Commits to install/test, daily sound checks, dedicated audio tech present, maintain quality sound

Covered

None

Add event-day staffing schedule (hours/roles) (optional)

Schedule

Equipment delivered and set up by 06/24 6:00 PM; used daily 06/25–06/27; removed 06/27 between 5:30–8:30 PM

Matches delivery readiness time and removal window; describes daily operations

Covered

None

None

1452.228-70 Liability Insurance (DOI)

Provide certificate prior to beginning work; named insured includes Contractor and United States; include CO info, contract number; 30-day cancellation notice endorsement

Commits to provide certificate; states DOI minimums and names parties; identifies contract number/CO info prior to beginning work (some elements implied)

Partial

May be accepted, but missing explicit commitment to 30-day cancellation/termination notification endorsement

Add explicit statement agreeing to 30-day prior notice endorsement requirement and that certificate will list policy number and brief description of services

Electronic Invoicing via IPP (Local Clause)

Invoices via IPP; attach PDF invoice with contract number, dates of service, invoice date, pricing breakdown; waiver request if cannot comply must be submitted with quote

Commits to IPP invoicing and PDF attachment contents; states no waiver requested

Covered

None

None

1452.201-70 Authorities and Delegations

Only CO can modify contract; COR limited authority; contractor must notify CO in writing within 3 days if COR exceeds authority; provide copies of correspondence to CO and COR

Acknowledges CO-only modification authority and COR technical direction; states will confirm out-of-scope with CO

Partial

Does not explicitly address the 3-day written notice requirement or copying correspondence to both CO and COR (though mentions copies in POC section)

Add an explicit acceptance statement covering: COR limits, 3-day notice to CO if exceeded, and copy all correspondence to CO and COR

FAR 52.204-26

Represent provide/use covered telecom equipment (checkbox representation) + reasonable inquiry + SAM excluded parties review

Provides narrative representation 'does not provide' and 'does not use'; describes reasonable inquiry; references FAR 52.204-25 definition; mentions monitoring

Partial

Solicitation text is checkbox-based; narrative may not satisfy if Government expects the provision text with checked boxes/paragraph IDs

Provide the representation in the same structure as the FAR provision (e.g., 'does not' checked/affirmed) and/or cite paragraph identifiers per 52.252-1 instructions

FAR 52.204-24

Checkbox-based representation and disclosures if 'will' or 'does'

Provides narrative: 'will not' and 'does not'; states no disclosures needed

Partial

Same checkbox/format risk as above

Mirror the exact (d)(1)/(d)(2) structure and explicitly indicate responses corresponding to the checkboxes

FAR 52.204-29

Represent no covered article prohibited by applicable FASCSA order; conduct SAM search for 'FASCSA order'; disclose if unable to represent

Provides narrative representation, SAM search approach, and no disclosures

Partial

Format likely acceptable, but ensure it is clearly tied to paragraph (d) representation

Add a short line: 'Representation per FAR 52.204-29(d): Compliant (no disclosures under (e))' and retain narrative

FAR 52.212-3 (Offeror Reps & Certs)

Offeror completes paragraph (b) if annual reps in SAM; otherwise completes (c)-(v); includes many checkboxes/entries (e.g., small business, delinquent taxes, etc.)

Draft discusses SAM reps generally and EO lag notice; does not provide explicit 52.212-3(b)(2) verification language or any checkbox completions

Gap

If CO expects an explicit 52.212-3(b) statement or completed paragraphs, quote may be deemed incomplete during preliminary review

Add a dedicated 52.212-3 compliance statement: confirm annual reps are current in SAM within last 12 months and incorporated by reference; list any paragraphs completed for this solicitation only (if any)

SCA Wage Determination / FAR 52.222-41 (checked in 52.212-5)

Service Contract Labor Standards apply; wage determination is an attachment; contractors must comply with SCLS obligations

No explicit statement acknowledging SCLS applicability or wage determination compliance

Gap

Labor compliance risk; Government may question understanding of wage requirements for onsite labor/technicians

Add explicit acknowledgement of the SCA Wage Determination attachment and commitment to comply with FAR 52.222-41, including posting/flow-down as applicable

FAR 52.204-27 (ByteDance covered application) (checked in 52.212-5)

Prohibits use of covered ByteDance applications in performance

Not addressed

Gap

Low-to-medium; but it is a checked clause and often included in compliance matrices

Add a compliance statement that company will not use ByteDance covered applications on devices used in contract performance

FAR 52.204-23 (Kaspersky) (listed under 52.212-5(a))

Prohibits Kaspersky software/services

Not addressed

Gap

Low; still a clause requirement

Add a general 'IT/Supply chain compliance' paragraph affirming no Kaspersky products and compliance with listed prohibitions

FAR 52.232-40 Accelerated Payments to Small Business Subcontractors

If accelerated payments received, pay small business subs within 15 days; include clause in subcontracts with small business concerns

Not addressed (only mentions subcontract coordination generally)

Gap

If subcontracting is used (e.g., trucking, HVAC, staging labor), flow-down and payment practices may be scrutinized

Add statement committing to comply with 52.232-40 and flow it down to small business subcontractors where applicable

Use SF18 price schedule

Price Schedule: Utilize SF18; item 00010 rental of tents, chairs, stage AV equip

States pricing will be provided on SF18; references item 00010 narrative

Partial

Without actual numbers/line entries, Government cannot evaluate reasonableness/unbalance

Provide completed SF18 pricing with unit/amount, including any tax handling per SF18 instructions

Separate bid option for chair set-up & break-down/removal

Explicit requirement under item 00010

Commits to separate priced option

Partial

Needs actual separate price line or clearly separable CLIN/option line structure on SF18

Add a distinct line/option entry on SF18 for chair setup/breakdown; ensure base vs option is unmistakable

FOB Destination

SF18 indicates FOB Destination

States FOB Destination pricing consistent with solicitation

Covered

None

None

Prompt payment discount block

SF18 includes discount for prompt payment fields

States discount will be indicated on SF18 or marked not offered

Covered

None

None

Avoid unbalanced pricing

Award selection process warns on unbalanced line items

States intent to avoid unbalanced line items and distribute costs reasonably

Covered

None

Add a brief cost build-up summary (labor/transport/equipment) to support reasonableness (optional)

Missing required identifiers (Core Data)

Offer must include Contractor Core Data (name, UEI/CAGE, POC email/phone)

Core Data section is descriptive but not populated with actual identifiers

High

High

Populate Core Data fields and ensure they match SAM exactly (legal name, UEI, CAGE, address if requested)

Incomplete reps/certs package

Addendum requires completed provisions; FAR 52.212-3 provides instructions for SAM vs. in-quote completion

Telecom/FASCSA reps are present, but 52.212-3(b) incorporation language and other reps are not clearly completed

Medium

High

Add a reps/certs matrix listing each required provision and how it is satisfied (SAM annual reps vs attachment), with paragraph identifiers

Signed SF18 not actually provided

Completed and signed SF18 required

Narrative says SF18 is signed; no actual form values/signature shown

Medium

High

Attach the executed SF18 and cross-reference it in the checklist

Prior experience POC info not visible

Prior experience must include POC information

POC data stated to be in attached reference sheet (not included)

Medium

Medium

Include POC info inline under each reference and attach the reference sheet

Set-aside status confusion

Conflicting set-aside statements in solicitation

Draft asserts it is a total small business set-aside; SF18 face page suggests not

Medium

Medium-High

Add a clarification statement and ensure your representations align with the CO’s final clarification/amendment

SUB-1

Checklist for Quote Submittal completed as first page of package

States checklist is first page and quote package is in required order; does not show completed checkbox form itself

Partial

If the Government expects the actual solicitation checklist page with checked boxes, a narrative statement may be insufficient

Insert the actual checklist table from solicitation_text.docx with checkmarks and page references to each attachment/section

SUB-2

Completed and signed SF18

Mentions SF18 will be executed/signed and pricing will be on SF18; includes 'Signed Acknowledgement of SF18' narrative

Partial

Narrative acknowledgement may not substitute for the signed SF18 form blocks (name/title/signature/date)

Include the fully completed SF18 with signature block and all required header fields (quoter info, discount block, etc.)

SUB-3

Signed amendments if applicable (SF30)

Provides an amendment acknowledgement process and commits to sign SF30 if posted

Covered

Low risk; ensure actual SF30s are attached if any exist at submission

Add a statement 'No amendments as of [submission date]' or list amendment numbers acknowledged; attach signed SF30 if applicable

SUB-4

Completed provisions in solicitation, including FAR 52.204-24, 52.204-26, and others as applicable

Provides narrative representations for 52.204-24, 52.204-26, 52.204-29

Partial

The provisions in the solicitation include additional items (e.g., 52.209-2 rep, 52.212-3 paragraph (b) or (c)-(v) completion logic). Draft does not clearly indicate whether FAR 52.212-3(b) is completed via SAM or which paragraphs are being completed in-quote

Add a 'Representations & Certifications Compliance' section explicitly stating: (1) annual FAR 52.212-3 reps are current in SAM and FAR 52.204-19 applies; (2) list any paragraphs completed in-quote; (3) provide completed 52.209-2 representation if required

SUB-5

Capabilities statement / project narrative (limit to two pages equivalent)

Provides a 'Two Pages Equivalent' technical narrative; detailed and SOW-aligned

Covered

Ensure actual page/word count meets Government expectation

Provide a condensed 2-page formatted version (or clearly state word count/page-equivalent) and move extra detail to appendix if needed

SUB-6

Prior experience: preferably minimum of 3, similar scope, within past 5 years, include POC information

Provides 3 references within past five years; states POC info is in attached reference sheet (not included in text)

Partial

If the reference sheet is not actually included, this becomes a gap; Government may eliminate quotes lacking POC info

Embed POC name/title/email/phone directly under each reference (even if also in an attachment) and include customer permission statement if desired

SUB-7

Submit via email to Taylor_Jones@ios.doi.gov by 05/08/2026 1:00 PM Arizona time; late quotes not accepted; transmission delays are offeror responsibility

Explicitly acknowledges deadline, method, and transmission-delay responsibility

Covered

None

Add a final 'Submission Certification' line confirming the email address and that all attachments are included

SUB-8

Contractor Core Data: Company name; CAGE/UEI; POC name/email/phone

Commits to provide fields 'exactly as requested' but does not provide actual values in the draft

Gap

Missing core identifiers can cause rejection or delay in evaluation/onboarding

Populate the Contractor Core Data section with actual legal name, CAGE, UEI, and a specific POC with contact details

Add a one-page Compliance Crosswalk (matrix) mapping every required submission artifact, SOW requirement, and key clauses to exact section/page numbers in input_proposal.docx and attachments

Reduces elimination risk at preliminary review; improves evaluator usability

Addendum checklist; SOW; 1452.201-70; 52.212-2 preliminary review language

Populate Contractor Core Data (legal name, UEI, CAGE, POC email/phone) and ensure consistency with SAM

Meets explicit required content; avoids administrative non-responsiveness

Addendum Contractor Core Data; SAM/UEI requirements

Include an executed SF18 (signed) and clearly separated pricing for base item 00010 and the chair setup/breakdown option

Enables price evaluation and reduces ambiguity/unbalanced pricing concerns

SF18; Item 00010; Award selection process pricing evaluation

Explicitly acknowledge SCA Wage Determination and compliance with FAR 52.222-41 (and related checked labor clauses as applicable)

Demonstrates understanding of service labor obligations; reduces compliance risk

Attachment: SCA Wage Determination; FAR 52.222-41; 52.212-5(c)

Add explicit acceptance language for 1452.201-70, including the 3-day written notice requirement when COR exceeds authority and copying correspondence to CO and COR

Reduces scope-change and disputes risk; demonstrates clause comprehension

1452.201-70

Resolve/flag solicitation internal inconsistency on set-aside status within the quote and confirm eligibility under NAICS 532284

Prevents evaluator confusion and avoids eligibility disputes

Set-aside statements; NAICS/size standard sections

Reformat the 52.204-24/26 representations to mirror FAR checkbox/paragraph structure (or cite paragraph identifiers per 52.252-1) rather than narrative only

Improves formal compliance with provision completion expectations

52.204-24; 52.204-26; 52.252-1

Add a short 'Supply Chain / IT Prohibitions' compliance statement covering Kaspersky (52.204-23), ByteDance (52.204-27), and covered telecom prohibitions (52.204-25) for any devices used onsite

Reduces clause compliance ambiguity and aligns with checked 52.212-5 requirements

52.204-23; 52.204-27; 52.204-25

Include equipment cut sheets or a concise equipment list (speaker type, mixer, wireless system) and an HVAC power approach for the medical tent

Strengthens technical acceptability evidence

SOW Audio/AV; SOW Medical tent HVAC