15F06723R0000050 - SECTION L - Instructions Conditions and Notices to Offerors.pdf

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 GENERAL INSTRUCTIONS

L.1.1. Notice to Offeror(s). This section of the RFP provides general guidance for preparing proposals as well as specific instructions on the format and content of the required proposal volumes. Each proposal must include all data and information requested in the RFP. Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to furnish a complete proposal at the time of proposal submission may result in the proposal being unacceptable to the Government and thereby eliminated from consideration for award. The offeror’s proposal must reflect a thorough understanding of the services required and display a logical development of the offeror’s plans to implement all General Provision requirements as assessed by the RFP evaluation criteria.

L.1.2. The Government reserves the right to cancel this solicitation at any point before contract award. In the event this solicitation is cancelled, the Government has no obligation to reimburse offerors for any costs incurred.

L.1.3. This acquisition is a competitive procurement pursuant to FAR Part 6.203 Set-asides for small business concerns. The applicable North American Industry Classification System (NAICS) code is 562910, Remediation Services and the Product Service Code (PSC) is F108, Environmental Systems Protection – Environmental Remediation.

L.1.4. The Government intends to award a contract from this solicitation to the responsible offeror (IAW FAR Part 9) whose proposal represents the best value after evaluation in accordance with the factors in the solicitation (FAR 52.215-1(f)(1)).

L.1.5. Offerors shall acknowledge awareness of all amendments to the solicitation by signing and dating Block 30a – 30c, Page 1 of the Standard Form 1449.

L.1.6. The Government expects adequate competition and intends to award a contract without discussions. Therefore, the offeror’s initial proposal should contain the offeror’s best terms for all factors/subfactors in its initial proposal.

L.1.7. Complete the necessary fill-ins and certifications in all provisions/clauses throughout the solicitation. Failure to complete these items may result in the proposal being found non-responsive and/or non-responsible.

L.1.8. Proposals shall be clear and concise and shall include sufficient detail to permit the Government to adequately evaluate and substantiate proposal statements.

L.2. SUBMISSION OF QUESTIONS.

L.2.1. Questions in response to this solicitation are due no later than 1400 EST on 7 April 2023.

All questions shall be submitted via email and only to the points of contact (POCs) noted below.

It is the offeror’s responsibility to confirm receipt.

Mr. Dennis Alber: dgalber@fbi.gov Mr. Andre Wilson: alwilson6@fbi.gov

Please note the following in the subject line: “Questions: Quantico Lead Cleaning and Janitorial Services Solicitation 15F06723R0000050”

L.2.2. Questions shall be submitted utilizing Attachment C. Questions with Government responses will be posted to beta.SAM.gov as an amendment to this solicitation.

L.3. PROPOSAL SUBMISSION AND FORMAT.

L.3.1. A Table of Contents shall be incorporated into each volume and shall include a listing of the section titles, subsection titles, arid paragraph titles. Page numbers for each title shall be indicated. A cross-reference matrix for each volume is also required. This matrix shall indicate the proposal volume section, subsection, and paragraph; cross-referenced with the appropriate SOW paragraphs, applicable RFP instructions, evaluation criteria, and CDRLs, as applicable. A glossary of acronyms shall be provided. All acronyms shall be defined at first use.

L.3.2 Proposal Submission - Proposals are due electronically to the FBI by April 28, 2023, 4:00 pm EST. Hand carried proposals are not permitted at this facility. Early submissions are encouraged. The Government will begin validating proposals as they are received.

L.3.2.1 Packaging Instructions. Not required as proposals can be submitted electronically.

L.3.2.2 Submit Proposals to:

Mr. Dennis Alber: dgalber@fbi.gov Mr. Andre Wilson: alwilson6@fbi.gov

L.3.3. Proposal Format Fonts: Offerors submitting a proposal in response to this RFP shall submit a technical volume only for this phase. Text shall be single-spaced, on an 8 ½ x 11 sheets with a minimum one-inch margin all around. Font shall be Times New Roman and no less than 10 pt. Pages shall be numbered consecutively within each volume. The page limits prescribed are maximum page limits. When both sides of a sheet display printed material, it shall be counted as two (2) pages. Cover pages, tables of contents, cross-reference matrix, tabs, and glossaries shall not be counted against prescribed page limits. Pages submitted more than these limits will not be read or considered in the Government’s evaluation of the proposal. All proposal information shall be submitted in either MS Word or PDF format. The volume shall be provided in electronic format. Tabs, factors, elements, and page numbers are depicted in the following table:

L-3.3.1. Pages: All pages shall be formatted as 8.5” x 11” letter size with one-inch margins all around. 11” x 17” is allowed for charts, tables, and graphs only. Any proposal text included on these pages, other than the information specific to the graphics, will not be considered in the evaluation. One 11” x 17” page will be counted as two pages. All material shall be contained mailto:dgalber@fbi.gov mailto:alwilson6@fbi.gov mailto:dgalber@fbi.gov mailto:alwilson6@fbi.gov within the page limits identified below for each section, and all appendices, charts, graphs, diagrams, tables, photographs, drawings, etc., are included in the page count. Not included in the page count are title pages, tables of content, glossaries of abbreviations, acronyms, or definitions.

Evaluators will only evaluate up to the maximum number of pages specified in Table 1 below.

L.3.3.2. Headers and Footers: Information contained in headers and footers shall only provide company name, solicitation number, proposal section (e.g. Factor 1, Past Performance), disclosure markings (FAR 52.215-1(e)), dates, or page numbers. Text sizes shall be no smaller than Microsoft Word, Times New Roman or Arial Narrow, 9-point font.

L.3.3.3 The Offeror shall provide one (1) electronic copy for all factors are specified in Table 1 below:

Table 1 Reference Title Maximum Number of Pages Cover Letter & Table of

Content (TOC) No Page Limit

Factor 1 Past Performance 30

Factor 2 Team Organization & Key Personnel Qualifications

Factor 3 Contract Level and Management Approach

Factor 4 Cost/Price

Attachments Attachment A – Past Performance Questionnaire

Attachment B – Past Performance Information (PPI)

Attachment J – Joint Venture Partner Form (if applicable)

The offerors proposal shall be organized in precisely the specified order and format:

L.4 Proposal Content

L.4.1 Cover Letter & Table of Content

The Offeror shall provide a title page, table of contents, and cross reference matrix.

The Title Page shall include the following information:

Company Name Address Company phone number Point of Contact (POC) for proposal communication.

POC Phone Number POC E-mail Address Company’s Associated NAICS Code Company UEI Number; Company Cage Code.

L.4.2 Past Performance (Page Limit: 30) Offerors shall provide a minimum of (3) and no more than six (6) recent and relevant lead cleaning contracts (within the last 8 years) where they have performed as a prime contractor for projects similar in size and scope. Lead cleaning and custodial services for government offices, teaming facilities, classified facilities, as well as Operation Centers will be considered more relevant. Active or completed contracts within a 100-mile radius of Quantico, VA will receive a more favorable rating from the Government.

Reference checks demonstrating good working relationships as well will increase the government’s confidence level. Past Performance demonstrating timely and satisfactory work performance, a record of outstanding performance and positive references; as well as strong working relationships with key trade partners will add to the government’s level of confidence.

Offerors are advised that the Government may consider and evaluate any other past performance data obtained from other sources and use the obtained information in the evaluation and rating of the Offerors’ past performance.

Past performance shall demonstrate present/past performance on contracts of similar size, scope, and complexity through the submission of the Attachment C -Past Performance Questionnaire (PPQ) and Attached D – Past Performance Information (PPI) Contract Reference Sheet and submit as part of their proposal.

L.4.2.1 Offeror shall submit the Commercial and Government Entity (CAGE) code and Unique Identity ID (UEI) number of the Prime Offeror and each team member, partner or subcontractor included in your proposal. Include written consent from all subcontractor or team members to allow the Government to address any evaluated past performance directly with the Prime Offeror.

L.4.2.2 Past Performance Information (PPI) Reference Sheets. Submit a minimum of three and a maximum of six separate PPIs for contracts, task orders, or calls that are recent and relevant. It is the offeror’s responsibility to explain how their chosen PPIs are relevant; however, the Government is not bound by the offeror’s opinion in determining relevancy. Three of the submitted PPIs should be for the Prime Offeror if available. PPIs submitted for a basic IDIQ or Blanket Purchase Agreement (BPA) will be considered a single PPI reference.

If PPI is submitted from prior organization structures, (e.g. mergers, subsidiaries, purchases, novation’s, etc.) submit a detailed change history, to include company names, CAGE codes, UEI, and specific dates.

L.4.2.3 Past Performance Questionnaires (PPQ) If a submitted PPI reference does not have a Contractor Performance Assessment Report (CPAR), the Government shall use the attached PPQ as a tool for evaluating. All PPQs can be submitted as part of your proposal. It is the sole responsibility of the offeror to send out and track the completion of a PPQ to ensure it is received by the proposal deadline.

L.4.3 Contract Level and Management Approach (Page Limit: 35) The Offeror shall provide information on the Offeror’s contract level and management approach for executing the contract. Offeror’s proposal shall clearly demonstrate an understanding of the contract requirements, understanding of the integrated lead cleaning process and clearly and concisely describe the organizational structure, including contractual arrangements, and lines of authority. The Offeror shall provide information on how they propose to manage the contract through lines of communication, planning and scheduling and quality control, safety, how they are selected and when key trade partners (subcontractors) are brought on board, etc. Also, offerors are requested to show evidence of how you manage multiple locations at any one time.

Offeror must explain how your team would manage the work while meeting schedules and at the highest quality and safety standards. The Offeror’s proposal shall also address the following:

a. The offeror’s proposed level of subcontracting and in-housework accomplishment. This shall also include the method and criteria used in selection of subcontractors and the policies and procedures for subcontractor management, including surveillance, quality control, scheduling, and performance.

b. The offeror’s approach to detection and resolution of problems with the actual work in sufficient detail to evaluate the frequency and quality of Contractor inspections and how progress will be measured. Specifically, the offeror shall explain how their staff will administer their Quality Control Plan. A formal quality control plan is NOT required with submission of this proposal.

L.4.4 Team Organization & Key Personnel Qualifications (Page Limit: 35) The offeror’s management organization, size, and composition, to include a description of functions and authorities of key (on-site) personnel. The offeror shall provide the qualifications of the members of the onsite staff and their responsibilities should the offeror receive contract award (including resumes with names). Please reference Section 2.4 Key Personnel of the Statement of Work for minimum qualification requirements for key personnel. The proposal shall include a complete staffing matrix to demonstrate how staffing will be aligned for the different contract demand levels. The matrix should demonstrate the offeror’s understanding and expectation to increase staffing as necessary over the life of the contract. The proposal should show an organizational diagram and illustrate where the on-site staff fit into the offeror’s company. The proposal should further define the authority held by the members of the home office and onsite staffs. This plan should detail the offeror’s approach for managing operations within the FBI Facility at Quantico and potential facilities not yet identified nearby.

The offeror’s plan to recruit and retain a qualified, certified, and trained workforce throughout the duration of the contract. This plan shall also include the timeframe to replace key personnel vacancies. Key Personnel with licenses, registrations & credentials such as Safe Lead Cleaning Work Practices, OSHA Hazardous Communication, Personnel Protective Equipment, are desired (certifications from an accredited source may receive additional weight from the Government during evaluations). Identify all Key Personnel involved in projects submitted for past performance. Key Personnel resumes clearly illustrate the responsibilities and lines of communication and authority relative to your project management team. Describe your process for optimizing communication and integration with government and key stakeholders at the Project level as well as subcontractors and suppliers.

As part of the offeror’s team organization, provide in detail any existing or planned agreements with Subcontractors the successful offeror will utilize at the project level. Explain in detail the number of subcontractor agreements and who the agreements are with, the setup for such agreements, and how those agreements will be advantageous to the Government when procuring work off this Contract.

All Key Personnel, as well as replacements for key personnel at any time during the duration of this requirement, must be submitted and approved by the Government prior to employment.

L.5. Cost/Price This section is to assist you in submitting information other than cost or pricing data that is required to evaluate the reasonableness of your proposed cost/price. Note that unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal either based on the offeror not understanding the requirement or has submitted an unrealistic proposal. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed costs/ prices rests with the offeror.

COST OR PRICING INFORMATION REQUIREMENTS

In accordance with 15.403-1(c)(3)(i), commercial items are exempt from the requirement for certified cost or pricing data. If the contracting officer determines that an item claimed to be commercial is, in fact, not commercial and that no other exception or waiver applies, (e.g. the acquisition is not based on adequate price competition; the acquisition is not based on prices set by law or regulation; and the acquisition exceeds the threshold for the submission of certified cost or pricing data at 15.403-4(a)(1) the contracting officer shall require submission of certified cost or pricing data. Note, Contracting Officers can still obtain data other than certified cost or pricing data from the offeror or contractor for all acquisitions (including commercial item acquisitions), if that is the contracting officer’s only means to determine the price to be fair and reasonable in accordance with FAR 15.404-1(b)(1).

COST/PRICE INFORMATION

Information beyond that required by this instruction shall not be submitted unless you consider it essential to document or support your cost/price position. All information relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Cost/Price volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal.