4- Section L 30MAR21.pdf

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS

L-I - INFORMATION TO OFFERORS (ITO) and INSTRUCTIONS FOR PROPOSAL

PREPARATION

1.0 General Instructions

(a) The offeror's proposal and unit to be evaluated must include all data and information requested by this ITO and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Purchase Description (PD) (Section C).

Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation. Any proposal, modification, or revision received at the designated government office after the exact time specified for receipt of proposals will be handled in accordance with Federal Acquisition Regulation (FAR) 15.208(b)(1).

(b) The Contracting Officer (CO) 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 data will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition the CO determines that adequate price competition no longer exists, offerors may be required to submit cost data to the extent necessary for the contracting officer to determine the reasonableness and affordability of the price.

(c) The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but, rather, shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the

Government has no prior knowledge of their facilities or experience and will base its evaluation on the information presented in the offeror's proposal.

(d) Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

(e) The proposal acceptance period is specified in Section A ((Standard Form (SF) 1449), Block 8). The offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid through this date.

(f) In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. The Government will destroy extra copies of such unsuccessful proposals.

Attachment 4

1.1 General Information

1.1.1. Point of Contact

The CO and Contract Specialist (CS) are the points of contact for this acquisition. Address any questions or concerns you may have to the CO and CS. Written requests for clarification may be sent to the CO and CS.

Contracting Officer’s Name: Michael D. Hickey

Email address: michael.hickey.2@us.af.mil

Contract Specialist Name: Allen Kurella

Email Address: allen.kurella@us.af.mil

1.1.2. Debriefings

During the evaluation process, multiple competitive range determinations may be made that eliminate Offerors from the competition IAW FAR 15.306(c), Exchanges with Offerors After

Receipt of Proposals. If Offerors are excluded from the competitive range, those Offerors may request a debriefing IAW FAR 15.505, Pre-award Debriefing of Offerors.

1.1.3. Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion. This reservation includes matters of additional or substitute pages of the initial proposal.

1.1.4. Electronic Reference Documents

All referenced documents for this solicitation are available on the Contract Opportunities Beta

SAM website at https://beta.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.

1.1.5. Communications

Exchanges of source selection information between Government and offerors will be controlled by the contract specialist and CO. Communications that exchange Source Selection

Information will be though DoD SAFE. DoD Safe procedures are outline in Paragraph 1.3

Electronic Submission of proposals.

1.1.6 Funding

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 any Offeror for any costs incurred in responding to this solicitation.

2.0 PROPOSAL PREPARATION INSTRUCTIONS

2.1 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.1 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.1.

The proposal volumes listed in the table shall be separately identified. The contents of each proposal volume are described in the ITO paragraph as noted in the table below:

Table 2.1 - Proposal Organization

VOLUME ITO Paragraph

Number

VOLUME

TITLE

COPIES PAGE LIMIT

I 3.0 Technical 1 Electronic Copy 80

II 4.0 Proposal

Documentation

1 Electronic Copy 40

(manuals not included)

2.1.1 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and excess pages will be redacted before sending to the evaluation team. Page limitations may be placed on responses to Evaluation Notices

(ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors.

2.1.2 Page Size and Format

A page is defined as each face of a sheet of paper containing information. Page size shall be 8.5 x 11 inches, not including foldouts. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12 point. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software.

Use at least 1 inch margins on the top and bottom and ¾-inch side margins. Pages shall be numbered sequentially by volume.

2.1.3 Pricing Related Data

All pricing information shall be addressed in the Proposal Documentation volume, in Section B of the Schedule of the RFP and the Total Evaluated Price (TEP) worksheet. Information shall be limited to Contract Line Item Number (CLIN) or SubCLIN, or level pricing, including unit and extended pricing, as specified in Section B of the RFP.

The Government will review the pricing submissions for reasonableness, completeness, and compliance with Section L of the solicitation. 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 and balance. The burden of proof for credibility of proposed prices rests with the offeror.

Data beyond that required by this instruction shall not be submitted unless you consider it essential to document or support your position. All data relating to the proposed price, including all required supporting documentation, must be included in this section of the proposal. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

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. Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR

15.403-1 apply, the offeror shall be required to submit additional cost or pricing data.

This solicitation will include a CLIN/SubCLIN to allow for the 3 year warranty to be extended to a 5 year warranty. The 5 year warranty extension will be considered after the anticipated awardee has been chosen and will be exercised based on price and how that fits into our sustainment plan for this equipment. The 5 year warranty extension price will be evaluated to ensure it is fair and reasonable at the time of award. If it is found unreasonable the 5 year warranty extension option will be left off of the award.

If escalations are included in your pricing, provide an explanation of what was included in the escalations.

2.1.4 Binding and Labeling

Each volume of the proposal should be separately marked. Be sure to apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), Restriction on disclosure and use of data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor

Bid or Proposal Information and Source Selection Information.

2.1.5 Electronic Submission of Proposal

Proposals shall be electronically submitted to the Contract Specialist or PCO through DoD

SAFE. Paper proposals will not be considered.

DoD SAFE Instructions:

1. Send a request to Allen Kurella at allen.kurella@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/about.php.

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 bare the risk for receipt of offers being untimely.

4. Be sure to mark files with "For Official Use Only" and "Source Selection

Information--See FAR 2.101 and FAR 3.104" (if applicable).

2.1.6 Timeliness

Offerors are required to submit the electronic proposal no later than the proposal deadline listed in Block 8 of the SF1449. In accordance with FAR 15.208(b)(1), any proposal that is received at the designated Government office after the exact time specified for receipt of proposals is

“late” and will not be considered unless the CO determines that accepting the late proposal would not unduly delay the acquisition.

2.1.7 RFP Amendments

If this RFP 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.

2.1.8 Proposal Revisions

If the Offeror submits proposal revisions, any changed pages that are submitted shall be a different color than the original proposal pages and shall have changed information clearly marked by a vertical line in the left margin of the page identifying the changed content. The date of the revision and revision number shall be reflected on each changed page (preferably on, or next to, the vertical change line). The Offeror shall make spreadsheet revisions obvious by identifying cells that changed. The Offeror shall also provide a tracking list of all changes with references to the volume, page, and paragraph number, which will not be part of the page count.

Offerors shall also clearly identify in the summary of changes any revisions which are material in nature.

3.0 Volume I - Technical Volume

3.1 Format and Specific Content

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. Your responses for the Technical Volume will be evaluated against the

Technical Factor defined in Section M. As stated in Section M, Technical Factor, the Technical

Volume shall include a written response to each paragraph number in the Purchase Description

(See Section C) with sufficient supporting technical literature. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying each paragraph number in the Purchase Description. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in your proposal.

4.0 Volume II – Proposal Documentation

4.1 Solicitation/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the

Solicitation (SF 1449), and Sections A through K.

4.1.1 Section A - Solicitation/Contract Form

Completion of blocks 12, 17 and signature and date for block 30 of the Solicitation, Offer and

Award Form (SF 1449). Signature by the offeror on the SF-1449 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

4.1.2 Section B - Supplies or Services and Prices

Completed pricing information in Section B of the solicitation.

4.1.3 Section I - Contract Clauses

Completed clauses incorporated in full text of the solicitation.

4.1.4 Section K - Representations, Certifications, and other Statements of Offerors

Completed representations, certifications, acknowledgments and statements. In addition, completed copy of Online Representations and Certifications shall be provided. This can be accomplished by registering in the System for Award Management (SAM) at https://beta.sam.gov and completing the Online Representations and Certifications. All prospective awardees are required to register at SAM and to maintain an active registration during the life of the contract.

4.1.5 Total Evaluated Price (TEP) worksheet

Total Evaluated Price (TEP) worksheet shall be completed with pricing that matches prices submitted in Section B and shall be submitted with the Volume II documentations. Please note the options for extending to a 5 year warranty will not be evaluated as part of the TEP.

4.2 Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 4.2.

Table 4.2 - Solicitation Exceptions

Solicitation

Document

Page/

Paragraph

Requirement/

Portion Rationale

PD, Model Contract, ITO, etc.

Applicable

Page and

Paragraph

Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

4.3 Other Information Required

4.3.1 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

4.3.2 Company/Division Address, Identifying Codes, and Applicable Designations

Provide company/division's street address, county and facility code; CAGE code; DUNS code;

TIN; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s).

4.3.3 Small Business Subcontracting Plan

If the offeror is other than a small business, the offeror shall submit a Small Business

Subcontracting Plan IAW FAR 52.219-9 that also identifies and specifies the extent of offeror's commitment to the participation of the small business concerns listed above, whether as joint venture members, teaming arrangement partners, or subcontractors. If applicable, submit a copy of your approved Master Plan. In the event the offeror has negotiated a comprehensive subcontracting plan pursuant to DFARS 219.702, the offeror must submit the information that identifies and specifies the extent of its commitment to the participation of Small Businesses

(SB), Veteran-owned small business concerns (VOSB), Service disabled veteran-owned small business concerns (SDVOSB), HUBZone small business concerns, small disadvantaged business concerns (SDB), and women-owned small business concerns (WOSB).