18. FEMS IV DRAFT Section L 20Sep21.pdf

Section L - Instructions, Conditions, and Notices to Offerors or Respondents

L-I. INSTRUCTIONS TO OFFERORS

1.1. General Information

1.1.1. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. The term “offeror” means the prime contractor submitting the proposal. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the solicitation may cause their proposal to be determined as unacceptable and therefore not considered eligible for award. Offerors shall submit only one proposal as the Government will review only one proposal per offeror. Submit one hard (paper) copy and one electronic copy (CD-ROM/DVD).

The hard (paper) copy shall be identified as the “original” proposal. Proposals must be received no later than the date and time specified in Block 9 on the first page of the solicitation. No faxed proposals will be accepted.

1.1.1.1. Mail Proposals to: Mail Proposals to:

45th Contracting Squadron / PKAA

1201 Edward White II Street

Bldg. 423, Rm. C202

Patrick SFB, FL. 32925- 3238

Attention: Patricia Bates and/or Natalie Erdley

1.1.1.2. Points of Contact (POC):

Procuring Contracting Officer (PCO) Patricia Bates, patricia.bates@spaceforce.mil

Administrative Contracting Officer (ACO) Natalie Erdley, natalie.erdley@spaceforce.mil

Contracting Officer (CO) Christina Gingras, christina.gingras.1@spaceforce.mil

1.1.2. Submission: To enable the Government to successfully view the proposals electronically, the

Offeror shall submit the proposal in Adobe Portable Document File (PDF) or Microsoft Word AND

Microsoft Excel format for Volume I – Factor 1: Technical Capability , Volume II - Factor II: Small

Business Participation, Volume III - Factor 3: Price, and Volume IV – Other Administrative Documents.

All volumes shall be submitted as a hard copy (paper) that will act as the original and an electronic copy

(CD-ROM/DVD) for a total of two copies. The Government will use the electronic copy in the evaluation process. Label the CD Case and the CD with Offeror’s Company name and numbered sequentially. The

“original” proposal shall be identified. Prime and subcontractors shall identify proposals with “Source

Selection Information--See FAR 2.101 and FAR 3.104--Controlled Unclassified Information.”

1.1.3. Discrepancies, Errors, Omissions and Questions:

1.1.3.1. If an offeror considers the requirements in these instructions to contain an error, omission or are otherwise unsound, the offeror shall immediately notify the POC above in writing with supporting rationale as well as the remedies the offeror is asking the POC to consider as related to the omission or error. Government responses to questions will be placed on System for Award Management (SAM.gov) website ensuring access by all offerors.

1.1.3.2. Address all questions or concerns to the POC listed above using the format provided in the

Question and Answer Template, Section J, Attachment 16 “Question and Answer Template.” Offerors are encouraged to submit all questions and requests for clarification as stated in Section J, Attachment 16.

The decision to respond to untimely questions and requests shall be at the sole discretion of the PCO.

1.1.3.3. The Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

1.1.4. Electronic Reference Documents: All referenced documents for this solicitation are available on

SAM.gov. Potential offerors are encouraged to subscribe to receive real-time email notifications when information has been posted to the website for this solicitation.

1.1.5 Communications: Exchanges of source selection information between Government and offerors will be controlled by the PCO. Email may be used to transmit such information to offerors only if the email can be sent and received encrypted and includes “Source Selection Information - See FAR 2.101 &

3.104 - Controlled Unclassified Information” in the subject line. In addition, the contractor’s proposal shall state “Source Selection Information - See FAR 2.101 & 3.104 - Controlled Unclassified

Information” on each page.

1.2. Volume Organization

1.2.1. General: Proposals shall be submitted to the Government in 4 (four) separate volumes as set forth below:

VOLUME DESCRIPTION PAGE LIMITS

Volume I Factor 1: Technical Capability 45 Page Limitation

Volume II Factor 2: Small Business Participation No page limitation

Volume III Factor 3: Price No Page Limitation, but shall use

Section J, Attachment 12 “Price

Schedule Template”

Volume IV Other Administrative Documents No Page Limitation

1.2.1.1. In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1.2.1.2. The sealed package used to submit the proposal package must show the time and date specified for receipt. Each proposal will consist of four separate volumes. Label the CD Case and the CD with

Offeror’s Company name and numbered sequentially. The four volumes shall be labeled Volume I –

Factor 1: Technical Capability, Volume II - Factor 2: Small Business Participation, Volume III - Factor

3: Price, and Volume IV – Other Administrative Documents. Proposals shall be in the English language and all monies shall be proposed in United States dollars. Submission of the initial proposal packages shall either be mailed or hand-delivered. If Offerors will be hand-delivering the proposal package, the offeror shall schedule an appointment with a POC listed in paragraph 1.1.1.2. The appointment must be scheduled for a time prior to the proposal due time on the day the proposal is due. Block nine on the first page of the solicitation have the due date and time. Offerors should allow for sufficient time to arrive at the Visitor Center to ensure their proposals are delivered by the due date and time. Late proposals will be processed in accordance with provision FAR 52.215-1 “Instructions to Offerors-- Competitive

Acquisitions.”

1.2.1.3. Font shall be no smaller than a font size of 12, excluding any charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, shall not be greater than 11” x 17”. Each volume within the proposal shall be separately tabbed and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively.

1.2.1.4. Offerors are cautioned that any pages that exceed the page limitations shall not be read and shall be deleted or retained in the electronic contract file without being considered in the evaluation. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself

1.2.1.5. Each page containing proprietary information shall be so marked.

1.2.1.6. Each page should contain the following statement at the bottom of each sheet:

Source Selection Information--See FAR 2.101 and FAR 3.104--Controlled Unclassified

Information

1.2.1.7. The Government reserves the right to revise and amend the solicitation prior to the proposal closing time. Such revisions or amendments will be communicated by amendment(s) to this solicitation.

If such amendments require material changes in quantities or prices, the proposal closing date may be postponed to enable offerors to revise proposals. In such cases, the amendment will include announcement of the new proposal closing date and time. Amendments will be posted at SAM.gov with the solicitation documents without notice. Offerors are responsible for accessing all amendments prior to proposal submission at SAM.gov.

1.2.2. Volume I – Factor 1: Technical Capability

1.2.2.1. General: The Technical Capability Proposal shall be clear, concise, and include all the information required by in sufficient detail for effective evaluation. The proposal shall not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet or exceed these requirements. Offerors shall assume the

Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in each offerors’ technical capability proposal.

1.2.2.2. Format and Specific Content: The following information shall be provided in the Technical

Capability and will be evaluated to assess the technical rating in accordance with Section M, Evaluation

Basis for Award. The Technical Capability shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements as set forth in Section M, Evaluation Factors for Award, Factor 1: Technical Capability, Subfactor 1: Program Management and Subfactor 2:

Management of Personnel.

1.2.3. Volume II – Factor 2: Small Business Participation

1.2.3.1. Provide Small Business Participation Commitment Document (SBPCD), Section J, Attachment

17 and support/substantiating documentation as specified in Section L, Section 2.2.1.

1.2.4. Volume III – Factor 3: Price

1.2.4.1. Price shall consist of the completed Section B and Section J, Attachment 13 “Price Schedule

Template”.

1.2.5. Volume IV - Other Administrative Documents

1.2.5.1. General: Volume IV, Other Administrative Documents shall consist of the completed and signed solicitation, to include any amendments issued, with a cover letter delineating any exceptions taken to the solicitation terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the solicitation may cause the proposal to be determined unacceptable and therefore not considered eligible for award. Include a statement of the period for which the proposal is valid (not less than 200 calendar days).

1.2.5.2. Provide completed Section A.

1.2.5.3. Provide completed Section I.

1.2.5.4. Provide completed Section K.

1.2.5.5. Provide company/division’s registration information.

1.2.5.6. Provide copy of registration for the Office of Federal Compliance Programs (OFCCP).

1.2.5.7. Provide a copy of their filing of the VETS 4212 Federal Contractor Veterans’ Employment

Report for the preceding fiscal year.

1.2.5.8. Other Than Small Business (Large) Offerors are required to submit a subcontracting plan meeting the requirements of FAR 52.219-9 and DFARS 252.219-7003 (or DFARS 252.219-7004 if the Offeror has a Comprehensive subcontracting plan).

LII. Specific Instructions

2.1. Volume I – Factor 1: Technical Capability

2.1.1. General: The Offeror’s proposed response to the Technical Capability subfactors shall demonstrate a thorough and comprehensive understanding/approach of the technical capability as it pertains to program management and management of personnel. The response shall provide the detail necessary to evaluate and rate the proposed approach for each subfactor. Offerors are advised to submit detailed

Technical Capability proposals which address each criteria within each of the following subfactors:

2.1.2. Subfactor 1: Program Management

2.1.2.1. Provide offeror’s approach to effectively integrate Fire Emergency Service (FES), Emergency

Management (EM), and Emergency Medical Services (EMS) response IAW SOW Section 1.

2.1.2.2. Address how offeror will effectively interface with Patrick SFB (PSFB) Office of Emergency

Management (OEM), Brevard County OEM, Kennedy Space Center, Space Launch Delta 45, the PSFB

Fire Department and the FEMS IV Program Management Directorate.

2.1.2.3. Provide a proposed organizational chart depicting the organization functions to be performed

IAW the SOW. This detailed organizational chart shall depict offeror’s organizational structure for all

FES, EM, and EMS positions to include the EMS Director. Identify the reporting chain for daily operations and mission events. Identify which positions are considered key personnel and which are subcontractor positions.

2.1.2.4. Provide the position description(s) of the FES section managers to include a brief description of their qualifications (DOD/IFSAC/Pro-Board certificates are sufficient for FES personnel) IAW DODM

6055.06.

2.1.2.5. Provide the position description(s) of the EM key personnel to include the qualifications and the functions assigned. Include a narrative description of how offeror’s proposed organization will interface with team members, other range contractors, the Patrick Space Force Base (PSFB) Office of Emergency

Management (OEM), Brevard County OEM, Local Emergency Planning Council, Kennedy Space Center, and the FEMS IV Program Management Directorate IAW SOW Section 1 and Section 1.14.

2.1.2.6. Provide the position description(s), qualifications and functions assigned to the EMS key personnel, including an EMS Director IAW SOW Section 1 and Section 1.9.8.

2.1.2.7. Provide a Phase-In/Transition Plan not to exceed 45 days.

2.1.2.7.1. Provide a list of contractor provided equipment to include description and quantity necessary to meet SOW requirements.

2.1.2.7.2. Provide a 45-day Phase-In Plan IAW Statement of Work (SOW) Paragraph 4.1 and supporting documentation. Describe approach on how the contractor will use the Phase–In time to assume full operational capability prior to full contract performance.

2.1.2.7.3. Propose initial staffing and how it will increase over the Phase-In period. Include personnel

Phase-In by time and labor category, and how the “full” staffing level will be attained within the 45-days.

Describe employee training/orientation activities and plan for acquiring necessary security clearances prior to assumption of full responsibilities of contract requirements.

2.1.3. Subfactor 2: Management of Personnel

2.1.3.1. Personnel/Staffing. Describe offeror’s staffing approach in numbers and labor categories (skill mixes) IAW SOW Section 1.9.

2.1.3.2. Provide a chart showing proposed number of shifts and number of personnel per shift for staffing

IAW Section 1.9 of the SOW to fully staff each fire station/position for day-to-day operations to meet response times (24/7) to all areas of Cape Canaveral Space Force Station.

2.1.3.3. Describe offeror’s overall training approach (initial and recurring) that addresses contractor and subcontractor employees and ensures the workforce is technically qualified to meet the SOW requirements in paragraph 1.10.

2.1.3.4. Describe offeror’s approach to validate and track all required personnel training, qualifications, certifications and licenses for FES, EM and EMS IAW SOW sections 1.9, 1.10 and 1.14.

2.1.3.5. Describe offeror’s approach to ensure standards of care will be followed on medical responses

IAW Brevard County protocols and Florida State Statutes as specified SOW Section 1.9.8.

2.1.3.6. Describe offeror’s experience and effectiveness in resolving day- to-day union and labor relation issues.

2.1.3.7. Describe in detail the contractor’s contingency plan for continuing contract performance in the event of a labor strike or personnel shortage IAW SOW Section 1.

2.1.3.8. Describe offeror’s approach to maintain a qualified Emergency Operations Center (EOC)

Manager and qualified Emergency Management Analyst(s) for 24 hour operations for extended periods up to seven days IAW SOW Paragraph 1.14.

2.2. Volume II – Factor 2: Small Business Participation

2.2.1. General: All offerors (both other than small businesses (large) and small businesses) shall provide the following Section J, Attachment 17 “Small Business Participation Commitment Document

(SBPCD)”, and support/substantiating documentation to demonstrate how the requirements will be met.

The requested Small Business information shall be provided in a separate volume labeled “Volume II -

Factor 2: Small Business Participation”. This required information will be used to evaluate the extent of offeror’s proposed participation/commitment to use small business(es) as defined by 13 CFR 121 in the performance of this acquisition (as small business prime offerors or small business subcontractors) relative to Section M, Factor 2: Small Business Participation. The final SBPCD will be incorporated into any resulting contract as a separate document to include all required information and supporting documentation.

The offeror/joint venture member and each proposed critical subcontractor shall include only the first tier of subcontractors for this effort. The Governments Minimum Quantitative Requirement (MQR) percentages are set forth in Section J, Attachment 17 “Small Business Participation Commitment

Document (SBPCD)” and Section M. Offerors are advised that the SBPCD is NOT the Small Business

Subcontracting Plan required by FAR 52.219-9. Reference paragraph 2.4.1.7.for additional Small

Business Subcontracting Plan information.

2.2.2. Description of Efforts: Provide a description of offeror’s company’s efforts to assure that small business concerns to include all socio-economic categories - veteran-owned small business; service-disabled veteran-owned small business; HUB Zone small business; small disadvantaged business; or a women-owned small business concern will have equal opportunity to compete for subcontracts under any resulting contract. Additionally, provide a description of the efforts to assure supplies and/or services are provided by nonprofit agencies that employ people who are blind or significantly disabled and are associated with Source America under the Ability One Program.

2.2.3. Extent of Commitment: Provide a description of plans offeror’s company has for developing additional subcontracting opportunities for small, small disadvantaged and other socio-economic categories of small business concerns during the contract performance. Must include sufficient discussion and details of how and what efficient actions will be taken to increase small business subcontracting opportunities over the life of the contract and to correct any deficient participation percentages during the course of contract performance.

2.3. Volume III – Factor 3: Price

2.3.1. Section J, Attachment 13, and “Price Schedule Template”: The Offeror shall prepare a unit cost for each line item on the Price Schedule and enter proposed unit pricing in “Price Schedule Template” of solicitation. Populate each of the tabs labeled “Phase-in Base Period”, “Option Year One”, “Option Year

Two”, “Option Year Three”, Option Year Four”, “Option Year Five”, and “Six Month Extension”. The

Not To Exceed, NTE, costs for fuel cost CLINs 1005, 2005, 3005, 4005, 5005, and 6005 has been populated and no adjustments are required. The Summary Tab will populate automatically. It is the

Offeror’s responsibility to ensure all “TOTALS” are correctly calculated. All unit costs are fully burdened. The term “fully burdened” includes but is not limited to, all labor, materials, equipment, other direct costs, subcontracts, indirect costs, overhead, and profit. Offeror’s shall submit the proposed Price

Schedule in an electronic “unlocked” excel format, so that all formulas and calculations are visible for review. The price for each year and the aggregate price for the Total Evaluated Price (TEP) shall be populated. Offeror shall also submit a PDF version of the Section J, Attachment 13 “Price Schedule

Template.”

2.3.2. Price Specific Instructions:

2.3.1.1. Pricing Data Requirements: In accordance with FAR 15.403- 1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness for

Contract Line Item Numbers (CLINs). Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the PCO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 applies, the offeror shall be required to submit additional cost or pricing data.

2.3.1.2. Rounding: All dollar amounts provided shall be rounded to the nearest dollar.

2.3.1.3. Price Proposal: The price proposal shall be based on the offeror’s technical approach to meeting the Government’s SOW requirements. Explain any inconsistency, whether real or apparent, between promised performance and price. It is the offeror’s responsibility to demonstrate price reasonableness.

2.3.1.4. The government intends to award without discussions, contractors are encouraged to offer their most advantageous pricing in their submission.

2.3.1.5. The Offeror shall set all security options in each PDF file to “allowed”. All text, including table and figure identifiers, shall be indexed and 100% searchable text. ALL text shall be displayed as a font and not displayed as a bitmap in any proposal volume or appendix to facilitate the ability to copy and paste to another document. The Price Schedule using Section J, Attachment 13, “Price Schedule

Template” shall be submitted “unlocked” and in the ‘Excel’ format provided in the solicitation. The

Offeror shall not embed sound or video files into the proposed files. Minimize the use of scanned images and keep embedded graphics as simple as possible. The Offeror shall include a PDF version of the, Section J, Attachment 13 “Price Schedule Template”.

2.4. Volume IV – Other Administrative Documents

2.4.1. The offeror shall submit Completed Solicitation Documents that consist of the completed and signed solicitation, to include any amendments issued, with a cover letter delineating any exceptions taken to the solicitation terms and conditions with accompanying rationale.

2.4.1.1. Section A: Complete blocks 14 through 20.

2.4.1.2. Section I: Complete applicable provisions, clauses, and acknowledgements. Section I shall be returned in its entirety.

2.4.1.3. Section K: Complete the representations, certifications, and acknowledgements. Section K shall be returned in its entirety. If the representations, certifications, and acknowledgements (Section K) are completed through SAM.gov, attach a copy of the SAM.gov representations, certifications, and acknowledgements and any completed copies of the provisions not included in the SAM.gov printout.

2.4.1.4. The offeror shall provide company/division’s street address, county, facility code; CAGE code, DUNS code, TIN, size of business (large or small), small business status and labor surplus designation.

The same information shall be provided if the work for this contract will be performed at any other location(s). The offeror shall provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the proposal and who can commit the company contractually. The offeror shall identify the individuals authorized to negotiate with the Government. The offeror shall provide a copy of the representations, certifications, and acknowledgements as specified in

Section J, Attachment 17 “Small Business Participation Commitment Document” of the solicitation.

2.4.1.5. The offeror shall provide a copy of their database registration for the Office of Federal

Compliance Programs (OFCCP) National Pre-Award Registry. If the offeror is not listed in the registry, the offeror shall include a statement providing this information. Department of Labor Equal Employment

Opportunity (EEO) Clearance: In accordance with FAR Part 22.805, the PCO must request pre-award clearance for contracts and subcontracts of $10 million or more (excluding construction) from the appropriate OFCCP regional office. If an offeror is listed in OFCCP’s National Pre-Award Registry, located at http://www.dol-esa.gov/ preaward/pa_reg.html, the offeror shall provide the PCO a copy of the database registration for government verification as part of the proposal submission. If an offeror is not listed in the registry, include a statement providing this information and the PCO will request an EEO clearance review.

2.4.1.6. The offeror shall provide a copy of their filing of the VETS 4212 Federal Contractor Veterans’

Employment Report for the preceding fiscal year.

2.4.1.7. Other Than Small Business (Large) Offerors shall submit a subcontracting plan meeting the requirements of FAR 52.219-9 and DFARS 252.219-7003 (or DFARS 252.219-7004 if the Offeror submits a Comprehensive subcontracting plan). The Subcontracting Plan is separate from Small Business

Participation Commitment as identified above, Other Than Small Business (Large) Offerors are required to submit a subcontracting plan meeting the requirements of FAR 52.219-9 and DFARS 252.219-7003 (or

DFARS 252.219-7004 if the Offeror has a Comprehensive subcontracting plan). Other Than Small

Businesses (Large) must submit a subcontracting plan in order to be eligible for award. The subcontracting plan will not be evaluated as part of the source selection determination; however, the contracting officer shall determine whether the plan is acceptable based on the negotiation of each of the

15 elements of the plan (see FAR 19.704) and in association with the Small Business Participation

Commitment Document submitted and evaluated under Factor 3, Small Business Participation, prior to contract award. Note that Subcontracting Plans shall be submitted as part of Volume IV, Other

Administrative Documents.