3 - Instructions to Offerors.pdf

FA226325Q0002

Attachment 3

Solicitation Number FA226325Q0002

ADDENDUM

52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES. (SEP 2023)

A. The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Non-conformance with any instructions provided below may result in an unfavorable proposal evaluation. Proposals shall be submitted to the Government in two (2) separate volumes as set forth below:

PAGE NUMBER

VOLUME LIMITS OF COPIES DESCRIPTION

I N/A 1 electronic copy Completed RFQ with pricing II 50 1 electronic copy Technical Proposal

Completed RFQ with pricing and Technical Proposal shall be submitted in electronic format through DoD SAFE following the Communications paragraph below.

In addition to the page limitations set forth above, proposals should comply with the following format:

(1) Print shall be no less than 12 point and page size shall be 8.5 x 11 inches.

(2) Margins shall be no smaller than 1 inch on the top and bottom and 3/4-inch side margins.

(3) Pages shall be numbered sequentially by volume. Offerors are cautioned that any pages exceeding the limitations set forth above will not be read or considered in the evaluation of the proposal.

(4) Each page containing proprietary information should be so marked.

(5) Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

CUI

All referenced documents for this solicitation are available on the System for Award Management (SAM) website at https://sam.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

If this RFQ is amended, all terms and conditions, which are not amended, will remain unchanged and in full force and effect. Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the Offeror’s proposal.

Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. Initial proposals submitted via email are not permissible. Initial proposal packages shall be submitted through DoD SAFE, https://safe.apps.mil. Offers submitted in electronic forms other than through DoD SAFE are not permissible and will not be considered.

Instructions for DoD SAFE are as follows:

1. Send a request to Christine Patterson at christine.patterson.1@us.af.mil or Michael Hickey at michael.hickey.2@us.af.mil and request a DoD SAFE drop-off request code or email link. When requesting a request code or email link allow for a minimum of 24 hours for a response (48 hours if requested on a Friday, Saturday or Sunday). Once the contracting office processes your request, you will receive an email with a link to the DoD SAFE location where files can be dropped off. Copy and paste the email link into browser. Click “Drop-off” button. Enter the request code that was provided by the contracting office and click next. Then follow the onscreen instructions to upload and send the files. For complete instructions on sending files via DoD SAFE, please refer to https://safe.apps.mil/help/dod-safe-help.xml#intro.

2. Files shall be submitted in a format readable by Microsoft (MS) Word 2016 or earlier, MS Excel 2016 or earlier, MS PowerPoint 2016 or earlier, or Adobe Portable Documentation Format (PDF). If submitting a PDF file, the Offeror shall create the file to enable textual search and copy functions. Macros or other embedded objects or features within files will be disabled as part of regular security precautions.

3. Uploaded files must be timestamped by the offer due date and time. Offerors shall allow sufficient time for receipt of electronic submissions by the due date and time. Offerors bear the risk for receipt of offers being untimely.

The proposal shall be valid through 30 April 2025 from the RFQ closing date. The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid through this date.

In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals.

B. Volume I – Completed RFP with Pricing

a. Shall consist of the completed and signed RFQ with a cover letter delineating any exceptions taken to the RFQ terms and conditions. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFQ may cause their proposal to be determined unacceptable. Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed, including the proposed prices associated with the contract line items in the Supplies or Services and Prices/Cost Section of the Schedule of the RFQ. Offerors shall also complete the Total Evaluated Price (TEP) worksheet (Attachment 4). This worksheet will be used to calculate your proposal’s TEP.

b. Discussions may be conducted, but the Government reserves the right, in limited circumstances, to award without discussions. Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the Addendum to the solicitation.

C. Volume II - Technical Proposal

a. Format and Specific Content Technical proposals shall be clear, concise, and include sufficient detail for effective evaluation.

Technical proposals shall include a written response to EACH paragraph of the Purchase Description (Attachment 1) with sufficient supporting technical literature. Proposals shall include descriptive literature, brochures, and a technical proposal response. Sufficient technical literature, documentation, etc., shall be submitted in order for the Government to make an adequate technical assessment of the proposed unit. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the paragraph in the Purchase Description. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation. Solely restating the paragraphs of the Purchase Description or limiting the response to a simple statement of compliance is not acceptable. Where technical literature demonstrates that the proposed unit meets the requirement of a specific Purchase Description paragraph the page number and paragraph of the technical literature may be referenced in lieu of restating it. Offerors shall assume the Government has no prior knowledge of their proposed unit and will base its evaluation solely on the information presented in the offeror’s proposal.

b. Environment, Safety, and Operational Health The proposal shall identify the potential environment, safety, and operational hazards and how they will be mitigated through the system’s design, use of safety devices, use of warnings, or use of special operational procedures to counter such hazards.