21R1003 Airfield Grnds Mx RFP.pdf

Notice to Offeror(s)/Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the

Government cancels this solicitation, the Government has no obligation to reimburse an

Offeror for any costs.

This is a combined synopsis/solicitation for Airfield Grounds Maintenance services (base year plus four option years) prepared in accordance with the format in FAR Subpart 12.6 and FAR

13, as supplemented with additional information included in this notice. The growing season on

Whiteman AFB is from 1 April until 31 October. The government has the option to request services from the Offeror during the months of March and November, if necessary, for the average monthly rate of that specific option year. The Offeror will be given a one month notice when services will be requested for the month before or after the traditional growing season.

This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Proposal (RFP), solicitation number FA462521R1003. Paper copies of the RFP will not be made available.

This solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2021-02, Defense Acquisition Circular 20201130, and Air Force

Acquisition Circular 2019-1001.

This procurement is a 100% small business set-aside. The applicable North American Industry

Classification System (NAICS) code for this acquisition is 561730, Landscaping Services. The small business size standard is $7.5M.

Site Visit Information: A site visit for this solicitation will be held on 2 February 2021 at

2:00 PM CST. All attendees will meet at Whiteman AFB Visitor’s center by 1:00 PM CST.

Attendance will be limited to two persons per Offeror. Only one site visit will be offered/provided. Interested Offerors are highly encouraged to attend the site visit. Offerors are able to provide a proposal without site visit attendance. Site visit RSVP shall be sent to

509cons.sollgca@us.af.mil to the attention of SSgt Tordonato, no later than 29 January

2021 at 1:00 PM CST. Provide name, phone number, and company name for attendance. A valid Government issued ID will be required for entry.

Questions shall be submitted not later than 5 February 2021 at 1:00 PM CST. Answers will be posted to the solicitation as an attachment as soon as all answers have been reviewed by the

Contracting Officer. Watch for the update on beta.SAM.gov.

To assure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions and representations and certifications. Failure to meet a requirement may result in an offer being ineligible for award. Alternate proposals will not be accepted. The response shall consist of three (3) separate parts, Part I – Technical Capability, Part II - Price Proposal, and

Part III - Past Performance Information.

mailto:509cons.sollgca@us.af.mil

For the purposes of this solicitation, Past Performance is significantly more important than Price.

Relationship between Solicitation FAR 52.212-1 and FAR 52.212-2. Your attention is directed to the functional relationship between FAR 52.212-1 and FAR 52.212-2 of this solicitation. FAR

52.212-1 provides information for the purpose of organizing the proposal and is not intended to be all-inclusive. FAR 52.212-2 describes the evaluation factors for award, to include the evaluation procedures for the ranking of the Price Proposals and the assessment of Past

Performance information. Since the Government evaluation of proposals will cover areas identified in FAR 52.212-2, proposals should address all such areas of evaluation. Proposals that do not contain the information required risk rejection.

**Prepare your proposal in accordance with the addenda to clause 52.212-1, Instructions to Offerors – Commercial Items**

Specific Instructions

Addendum to FAR 52.212-1:

1. PART I – TECHNICAL CAPABILITY –

a. Submit the proposal as one original copy and one sanitized copy identifying Offeror by

CAGE code only. A sanitized copy removes all direct references that can identify an

Offeror by name, logo, photograph, or other easily recognizable characteristics. The sanitized copy will only contain a CAGE code as an identifier. The sanitized copy will be used during source selection procedures as detailed in 52.212-2 of the solicitation.

This will also apply to Part III – Past Performance.

b. At minimum, the technical capability proposal shall consist of the following:

1) Quality Control Plan (QCP): QCP shall identify approach to ensure airfield is maintained to the standard outlined in the PWS. Offeror shall provide a QCP in sufficient detail to demonstrate how they will provide adequate manpower, equipment, and ensure mowing standards are maintained. QCP shall identify approach to ensure airfield is maintained to the standard outlined in the PWS. Plan shall detail means and methods to maintain each of the performance objectives (PO) – semi-improved grounds, surface drainage ditches, and trees. Provide a basic outline of the method(s) for hiring and retaining skilled manpower. Indicate the number of personnel projected for employment during the mowing season. Identify how personnel will be allocated among the various tasks required by this contract.

a) The minimum standard is met when the Offeror submits a Quality Control Plan that clearly indicates how they will hire and retain skilled manpower sufficient to execute the requirement, a detailed approach to mowing and trimming that will ensure standards are maintained, and shall indicate how personnel will be allocated among tasks for the requirement.

2) Equipment List and Mobilization Plan: Offeror shall provide an Equipment List of existing equipment or plan to have the equipment necessary to perform the work.

The Equipment List shall show the make and model of the equipment as well as the year of manufacture. Include a Mobilization Plan, i.e., a narrative section of how the equipment will be mobilized in order to start performance for this requirement.

a) The minimum standard is met when the Offeror submits a Mobilization Plan that shows a chronological outline from time of award to contract start date to include the length of time the Contractor will need to assemble and coordinate all personnel and equipment to perform to the requirements of the PWS.

c. Format for the proposal shall be as follows:

1) The entire Technical Capability shall not exceed ten (10) pages.

2) A page is defined as one face of an 8 ½” x 11” sheet of paper containing information.

3) Typing shall not be less than 12 point font.

2. PART II – PRICE PROPOSAL

a. Complete Bid Schedule to include all option periods. The unit prices must be rounded to the nearest cent. The extended amount must equal the unit price multiplied by the number of units and rounded to the nearest cent. The proposal must be submitted for a base period plus four option periods. An official having the authority to bind your company contractually must sign and date the Bid Schedule.

b. Complete the necessary fill-ins and certifications in provisions. See Attachment 2.

3. PART III – PAST PERFORMANCE INFORMATION

Limited to no more than 2 pages per contract listed. Only references for the same or similar type contract desired. Submit original plus one sanitized copy (see Part I – Technical

Capability).

a. Quality and Satisfaction Rating for Contracts Completed in the Past Five Years: Provide not more than five quality or satisfaction ratings i.e., any information currently available

(letters, metrics, customer surveys, independent surveys, etc.) which demonstrates customer satisfaction with overall job performance and quality of completed product for same or similar type contract. In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems such as cost overruns, extended performance periods, numerous warranty calls, etc.

b. Past Performance Questionnaire (PPQ): The Offeror shall forward a copy of Attachment

4, Past Performance Questionnaire, to not more than five of their most recent references, for whom the Offeror has contracted similar services with the commercial sector, federal, state, or local governments. If the Offeror does not have government references, the

Offeror shall provide references from private industry sources that are not prohibited from furnishing information to the Government. The questionnaires must be forwarded to a verified point of contact at each of those agencies or business organizations for completion. Prior to forwarding the questionnaire to each reference, the Offeror shall complete Section 1 entitled “Contract Identification”. Offerors may include with their proposal information, problems encountered on the identified contracts, and the Offeror’s corrective actions. The Government will consider this information as well as information obtained from any other sources when evaluating the Offerors past performance information. Past Performance Questionnaires will only be accepted from project owners or their authorized representatives. Past Performance Questionnaires will not be accepted from prime contractors, subcontractors, or manufacturers.

1) Once completed, the Past Performance Questionnaire can be emailed to

509cons.sollgca@us.af.mil, with receipt no later than the proposal due date. Offerors are responsible for ensuring that their reference sources receive the questionnaires in time to complete and return the questionnaire no later than the solicitation close date.

2) If the Offeror claims there is no past performance, then that status must be identified to the Contracting Officer not later than the date/time proposals are due from all

Offerors. Lack of any past performance will not automatically disqualify an Offeror.

See Addenda to FAR 52.212-2 for more information.

c. Reference List: In addition to paragraphs a. and b. above, the Government will evaluate the quality and extent of Offeror’s performance deemed relevant to the requirements of this RFP. The Government will use information submitted by the Offeror and other sources, such as other Federal Government offices and commercial sources, to assess performance. Provide a list of no more than five of the most relevant contracts performed for federal agencies and commercial customers within the last five years on the Reference

List provided. Past Performance includes contract efforts that are currently being performed. Relevant contracts include work of a nature, magnitude, and scope similar to that required for this contract within the past five years from date of this solicitation.

Relevant contracts include Grounds Maintenance or Airfield Mowing contracts with year round mowing/maintenance of at least 600 acres. Past performance regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement will not be considered as highly as past performance information for the principal Offeror. Past performance regarding minor members of joint ventures or teaming arrangements will be considered as highly as the majority member of those arrangements. Furnish the following information for each contract listed:

1) Contracting agency/customer

2) Contract number

3) Contract type

4) Project title and brief description of contract effort

5) Period of performance

6) Contract value at time of award

7) Current value, including all changes and exercised option

8) Contracting Officer’s name, address and telephone number

If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past/present performance information on previous teaming arrangements with same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past and present relevant contracts.

mailto:509cons.sollgca@us.af.mil

Offerors are cautioned that the Government will use information provided by the Offerors and information obtained by other sources in the development of the performance confidence assessment.

Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime Offeror without the subcontractor’s consent. Provide with the proposal a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime Contractor.

End of Addendum to 52.212-1

Evaluation Criteria

Addendum to FAR 52.212-2:

BASIS FOR CONTRACT AWARD:

The Government intends to award one contract.

The Government will evaluate Technical Capability, Price, Past Performance, and use these factors to make a best value determination.

For the purposes of this solicitation, Past Performance is significantly more important than Price.

1. TECHNICAL CAPABILITY:

a. First, all offers will undergo technical capability evaluation. Offers will be evaluated on an ACCEPTABLE / UNACCEPTABLE basis.

RATING DEFINITION

Acceptable Based on the Offeror’s technical proposal, the Government has a reasonable expectation that the Offeror will successfully perform the required effort.

Unacceptable

Based on the Offeror’s technical proposal, the Government does not have a reasonable expectation that the Offeror will successfully perform the required effort

b. Evaluators will assign a rating of ACCEPTABLE / UNACCEPTABLE based on the minimum requirements stated below.

c. Quality Control Plan (QCP)

1) CRITERIA: QCP shall identify approach to ensure airfield is maintained to the standard outlined in the PWS. Offeror shall provide a QCP in sufficient detail to demonstrate how they will provide adequate manpower, equipment, and ensure mowing standards are maintained. QCP shall identify approach to ensure airfield is maintained to the standard outlined in the PWS. Plan shall detail means and methods to maintain each of the performance objectives (PO) – semi-improved grounds, surface drainage ditches, and trees. Provide a basic outline of the method(s) for hiring and retaining skilled manpower. Indicate the number of personnel projected for employment during the mowing season. Identify how personnel will be allocated among the various tasks required by this contract.

2) MINIMUM STANDARD OF ACCEPTABILITY: The minimum standard is met when the Offeror submits a Quality Control Plan that clearly indicates how they will hire and retain skilled manpower sufficient to execute the requirement, a detailed approach to mowing and trimming that will ensure standards are maintained, and shall indicate how personnel will be allocated among tasks for the requirement.

d. Equipment List and Mobilization Plan

1) CRITERIA: Offeror shall provide an Equipment List of existing equipment or plan to have the equipment necessary to perform the work. The Equipment List shall show the make and model of the equipment as well as the year of manufacture.

Include a Mobilization Plan, i.e., a narrative section of how the equipment will be mobilized in order to start performance for this requirement.

2) MINIMUM STANDARD OF ACCEPTABILITY: The minimum standard is met when the Offeror submits a Mobilization Plan that shows a chronological outline from time of award to contract start date to include the length of time the Contractor will need to assemble and coordinate all personnel and equipment to perform to the requirements of the PWS.

2. PRICE PROPOSAL:

a. Next, offers which were rated technically “Acceptable” will undergo price evaluation.

b. Price evaluation will be conducted as follows:

1) Evaluated Amounts for Base Period and Option Periods: The extended amounts for all Base Period CLINS will be added together to calculate the total Base Period

Evaluated Amount. This process will be repeated for Option Periods 1 through 4 to derive Evaluated Amounts for each of those periods.

a) NOTE: An Offeror’s proposed prices will be determined by multiplying the quantities identified in the Bid Schedule by the unit price for each item to confirm the extended amount for each. Unit prices shall prevail in the event the extended price is calculated incorrectly.

2) Evaluated Amount for Extension of Services: The Unit Prices for items 4001 and

4002 will be summed and multiplied by six to derive the Evaluated Amount for

Extension of Services: 6 x [(Unit Price for Item #4001) + (Unit Price for Item #

4002)] = Evaluated Amount for Extension of Services

a) NOTE: Although the price evaluation uses Option 4 prices to calculate Extension of Services Amount, in the event the Government extends services under the authority of FAR 52.217-8, “Option to Extend Services”, the unit pricing of the last exercised option period, which preceded the extension, shall remain in effect.

3) Total Evaluated Price: The Evaluated Amounts for Base Period, Option Periods 1 through 4, and Extension Period will be summed for a Total Evaluated Price (TEP):

(Total Evaluated Amount for Base Period) + (Total Evaluated Amount for Option

Period 1) + (Total Evaluated Amount for Option Period 2) + (Total Evaluated

Amount for Option Period 3) + (Total Evaluated Amount for Option Period 4) +

(Evaluated Amount for Extension of Services) = Total Evaluated Price.

c. The Contracting Officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the Contracting

Officer will review this determination and if, in the Contracting Officer’s opinion, adequate price competition exists, no additional information will be requested. However, if at any time during this competition the Contracting Officer determines that adequate price competition no longer exists, Offeror’s may be required to submit information to the extent necessary for the Contracting Officer to determine the reasonableness of price.

d. An Offeror’s proposal may be rejected if the Contracting Officer determines the lack of reasonable price information contained in any portion of an Offerors price proposal, or if a proposal is deemed unbalanced.

3. EVALUATING PAST PERFORMANCE:

a. Finally, using Total Evaluated Price, the Evaluation Team will conduct the past performance evaluation on the three lowest priced offers.

b. The Evaluation Team will primarily rely on information provided by Offeror’s completed

Past Performance Questionnaires, Reference List, and/or from the Contractor

Performance Assessment Reporting System (CPARS). However, the Government may use information previously obtained from Past Performance Questionnaires or data independently obtained from other government and commercial sources in the evaluation process. In the event an Offeror submits a Past Performance Questionnaire and it is subsequently determined that the referenced project was formally evaluated in the

CPARS, CPARS ratings shall take precedence.

c. Each past performance reference and questionnaire shall undergo a recency determination. In order to be determined recency, the contract effort shall have been performed during the past five years from the date of issuance of this solicitation.

d. Additionally, each recent past performance reference and questionnaire shall undergo a relevancy determination. Relevant contracts include work of a nature, magnitude, and scope similar to that required for this contract. Relevant contracts include Grounds

Maintenance or Airfield Mowing contracts with mowing/maintenance of at least 600 acres.

e. In determining relevancy for individual contracts, consideration will be given to the effort, or portion of the effort, being proposed by the Offeror, joint ventures, subcontractors and/or teaming partners whose contract is being reviewed and evaluated.

The following relevancy definitions apply:

1) RELEVANT: Present/Past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

2) NOT RELEVANT: Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

f. A relevancy determination of the Offerors present and past performance, including joint ventures, subcontractors and/or teaming partners, will be made.

g. The Past Performance Evaluation will be accomplished by reviewing aspects of an

Offerors recent and relevant past performance.

h. As a result of an analysis of those positive and negative aspects indicators identified, each

Offeror will receive an integrated Performance Confidence Assessment, which is the rating for the Past Performance factor. The purpose of the past performance evaluation is to allow the Government to assess the Offeror’s ability to perform the effort described in the solicitation, based on the Offeror’s demonstrated past performance.

i. When relevant performance record indicates performance problems, the Government will consider the number and severity of the problems and the appropriateness and effectiveness of any corrective actions taken (not just planned or promised). The

Government may review more recent contracts or performance evaluations to ensure corrective actions have been implemented and to evaluate their effectiveness.

j. The assessment process will result in an overall performance confidence assessment rating of Substantial Confidence, Satisfactory Confidence, Limited Confidence, No

Confidence, or Unknown Confidence.

k. If none of the three lowest priced Offerors is judged to have a Satisfactory Confidence performance assessment, the next lowest priced Offeror will be evaluated and the process will continue (in order of Total Evaluated Price) until an Offeror is judged to have a

Satisfactory Confidence performance assessment or until all Offerors are evaluated. The

Source Selection Authority shall make an integrated assessment best value award decision if none of the offers are judged to have a Satisfactory Confidence performance assessment.

TABLE 1 - PERFORMANCE CONFIDENCE ASSESSMENTS

l. Offerors are cautioned to submit sufficient information and in the format specified in in this solicitation. Offerors may be asked to clarify certain aspects of their proposal (for example, the relevance of past performance information) or respond to adverse past performance information to which the Offeror has not previously had an opportunity to respond. Adverse past performance is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comments received from sources without a formal rating system. Communication conducted to resolve minor or clerical errors will not constitute discussions and the

Contracting Officer reserves the right to award a contract without the opportunity for proposal revision.

m. 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 party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

End of Addendum to 52.212-2

RATING Description

Substantial

Confidence

Based on the Offeror’s recent/relevant performance record, the

Government has a high expectation that the Offeror will successfully perform the required effort.

Satisfactory

Confidence

Based on the Offeror’s recent/relevant performance record, the

Government has a reasonable expectation that the Offeror will successfully perform the required effort.

Neutral

Confidence

No recent/relevant performance record is available or the

Offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The Offeror may not be evaluated favorably or unfavorably on the factor of past performance.

Limited

Confidence

Based on the Offeror’s recent/relevant performance record, the

Government has a low expectation that the Offeror will successfully perform the required effort.

No Confidence

Based on the Offeror’s recent/relevant performance record, the

Government has no expectation that the Offeror will be able to successfully perform the required effort.

INFORMATION REGARDING SUBMISSION OF PROPOSALS

Acknowledge any and all amendments to the solicitation. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being determined unacceptable. Pages exceeding the page limitations set forth in this document will not be read or evaluated and will be removed from the proposal.

Electronic submission of proposals is required. All proposals and related documents shall be submitted via e-mail or CD/disc to the 509th Contracting Squadron, unless otherwise noted.

The e-mail/CD/disc must arrive at the designated time specified in the solicitation to be considered responsive and considered in the evaluation process.

Physical Address:

509 CONS/PKA

Attn: SSgt Tordonato

660 Tenth St, Ste 222

Whiteman AFB MO 65305-5316

Proposals can be e-mailed to the following e-mail address: 509cons.sollgca@us.af.mil (Attn:

SSgt Damien Tordonato).

NOTE: Proposals must be received by 23 February 2021, 1:00 PM CST; late proposals will not be considered for award.

Offerors must be registered and have an active status in the System for Award Management

(SAM) (www.sam.gov) in order to be eligible for award. Responsible sources may submit a proposal which, if timely received, shall be considered by this agency. Proposals will be valid for 180 days (23 August 2021) from proposal close date.

NOTE: It is the responsibility of the Offeror to ensure timely receipt of the proposal, regardless of e-mail or physical disc. Offerors are cautioned that Whiteman AFB MO has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance. Some delay should be anticipated when hand carrying proposals. Offerors should allow sufficient time to obtain a visitor pass and deliver the proposal to the required

Government location PRIOR to the time specified for receipt. Additionally, Whiteman AFB network utilizes a firewall that may cause delays in receipt of e-mail/attachments. Late receipt of proposals due to a network firewall or outages will be considered late. Offerors should allow sufficient time for the email traffic to be delivered. E-mail or CD received in the Government office after the closing time will be considered late and not considered for award and processed in accordance with FAR 52.212-1(f) “Late submission, modifications, revisions, and withdrawal of offers.”

Please see Attachment 3: Provisions and Clauses. FAR Clauses and Provisions are hereby incorporated by reference into this solicitation with the same force and effect as if incorporated by full text.

mailto:509cons.sollgcb@us.af.mil http://www.sam.gov/

Service Contract Act applies, Department of Labor Wage Decision Number WD 2015-

5089 (Rev. 14) dated 18 May 2020 is hereby incorporated by reference and can be found at the following internet address: http://www.beta.sam.gov

For either the site visit or submission of proposals, all personnel requesting access to

Whiteman AFB must possess a valid State or Government picture identification card.

Furthermore, individuals presenting identification cards from a state that is non-compliant with the REAL ID Act will require additional documentation to gain unescorted base access.

Additional documentation include a valid U.S. or foreign government issued passport, an employment authorization document that contains a photograph, or identification cards issued by federal state or local government agencies that include a photo and biographic information.

A full list of REAL ID Act compliant and non-complaint states can be found at https://www.dhs.gov/real- id. Personnel requesting vehicle access to Whiteman Air Force

Base must provide a valid driver's license, current vehicle registration, and valid vehicle insurance.

Attachments:

1. Performance Work Statement, dated 12 Jan 21

2. Bid Schedule and Acknowledgement, dated 22 Jan 21

3. Provisions and Clauses, dated 22 Jan 21

4. Past Performance Cover Letter and Questionnaire (PPQ), dated 22 Jan 21

5. SCA Wage Determination 2015-5089 Rev 14, dated 11 Jan 21

6. Mowing Map, dated 13 Jan 21

7. Northwest Ditch Map, dated 13 Jan 21

8. Northeast Ditch Map, dated 13 Jan 21

9. South Ditch Map, , dated 13 Jan 21

10. WSA Ditch Map, dated 13 Jan 21 http://www.beta.sam.gov/ https://www.dhs.gov/real-id https://www.dhs.gov/real-id