52.212-1 Instructions to Offerors Mechanical Draftsman.pdf

52.212-1 – Instruction to Offerors

1 PROGRAM STRUCTURE AND OBJECTIVES

The Government intends to award one contract for one mechanical draftsman However, the Government reserves the right to award no contract if the Contracting Officer (CO) determines it is in the Government's best interest. The CO will consider the Government's expected volume of work, available funding, adequate competition, quality of proposals and prices submitted, and the availability of proposals. The Government intends to award without discussions but reserves the right to hold discussions if determined to be in the best interest of the Government. This contract will be for Hill Air Base in person.

2 INSTRUCTIONS

2.1 This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror's proposal must include all data and information requested and must be submitted in accordance with these instructions. Any offeror who submits an incomplete package may be considered non-responsive. The offeror shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Contract Data Requirements List (CDRL). Non-conformance with these instructions may result in an unacceptable proposal evaluation.

2.2 Offeror's proposal shall include items required IAW PWS in their submitted proposal, to include their applicable subcategories. Attachment 2 of this solicitation will address how each element will be evaluated and addressed.

2.3 The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. 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 these requirements.

Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the Offeror's proposal.

2.4 The Offeror shall input a minimum of 120 days as the proposal acceptance period.

2.5 In accordance with FAR Subpart 4.803(a)(10) (Contents of Contract Files), the Government will retain one copy of all unsuccessful proposals.

2.6 Point of Contact – The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the CO via email at: melissa.huston.2@us.af.mil

2.7 Debriefings – The CO will promptly notify offerors of any decision to exclude them from the competition, whereupon they may request and receive a debriefing. Offerors desiring debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

2.8 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. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

2.9 Electronic Reference Documents – All referenced documents for this solicitation are available on the System for Award Management (SAM.gov) web site at http://www.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.

2.10 Amendments to Solicitation – If this Request for Proposal is amended, all terms and conditions that are not amended remain unchanged. Amendments to this solicitation will be made on http://www.sam.gov and will be annotated within the description of the solicitation.

2.11 Submission, Modification, Revision, and Withdrawal of Proposals

2.11.1 Proposals and modifications to proposals shall be submitted in electronic media to the address located in paragraph 2.6 of this document, and showing the time and date specified for receipt, the solicitation number, and the name and address of the Offeror. Late proposals will not be accepted. A receipt confirmation is recommended.

2.11.2 Proposals may be withdrawn by written notice received at any time before award.

Proposals may be withdrawn in person by an offeror or an authorized representative, if the identity of the person requesting the withdrawal is established and the person signs a receipt for the proposal before award.

2.12 Organization/Number of Copies/Page Limits

2.12.1 The title page of the proposal must show the following:

Solicitation Number

Name, address, telephone and e-mail address of the Offeror.

2.12.2 The Offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1 below). The titles and contents of the parts shall be as defined in this table, all of which shall be within the required page limits and with the number of copies specified in Table 1. The parts identified in the table shall be bound in three-ring, loose-leaf binders, as necessary. The contents of each proposal part are described in the ITO paragraph as noted in the table below.

Table 1 - Proposal Organization

PART Section L Paragraph Number

VOLUME TITLE COPIES PAGE

LIMIT

I 3.0 Price – Broken out per CLIN structure provided within Solicitation

Original plus 1 Electronic Copy

Unlimited

II 4.0 Technical Original plus 2 Hardcopy, and 1 Electronic Copy

III 5.0 Past Performance Original plus 1 Hardcopy, and 1 Electronic Copy

Unlimited

III 6.0 Contract Documentation Original plus 1 Electronic Copy

Unlimited

2.12.3 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 (for paper copies) will be shredded. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the ENs to the Offerors. Each page shall be counted except the following: blank pages, title pages, tables of contents, tabs, glossaries, and those noted in the Proposal Organization Chart as unlimited.

2.12.4 Pricing Information – All pricing information shall be addressed ONLY in the Price and Contract Documentation Volumes.

2.13 Cross Referencing

2.13.1 Each part shall be written on a stand alone basis so that its contents may be evaluated without cross-referencing to other parts of the proposal. Information required for proposal evaluation that is not found in its designated part will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted.

2.14 Indexing - Proposal shall contain a detailed table of contents to delineate the subparagraphs within the parts. Tab indexing shall be used to identify volumes and sections. Include an indexed list of Tables and Figures.

2.15 Glossary of Abbreviations and Acronyms – Each proposal shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

2.16 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, shall not include any foldouts, and may be printed on both sides. Sheets that are double-sided will count as two pages. Except for the reproduced sections of the solicitation document, the text shall be Times New Roman and font size shall be no less than 12 points and lines shall be single spaced. 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, bottom, and side. Pages shall be numbered sequentially by volume. These page format restrictions may apply to responses to Evaluation Notices (ENs). These limitations shall apply to both electronic and hard copy proposals.

2.17 Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 8-1/2 by 11 inches in size. For tables, charts, graphs and figures, the text shall be no smaller than 10 point font; however, tables shall be used sparingly and shall not be used in place of text. These limitations shall apply to both electronic and hard copy proposals.

3 PART I – PRICE PROPOSAL

3.1 Pricing Summary – Summarize the pricing for the entire project. Breakout each price per CLIN based on the example CLIN structure provided within the Solicitation with a total price.

3.2 This solicitation requires that price proposals shall be presented in the following way.

Offerors shall develop their Total Evaluated Price (TEP) as follows:

• CDRLs A001 – A005, Not Separately Priced (NSP)

3.3 Pricing Assumptions – Summarize all significant pricing assumptions, scope limitations and/or qualifications of the Price Proposal.

3.4 Cost or Pricing Information Requirements – In accordance with FAR 15.402, 15.403-1(b) and 15.403-3(a), “information other than cost or pricing data” may be required to support price reasonableness. If, after receipt of proposals, the CO determines that there is insufficient information available to determine the reasonableness of the proposed pricing the Offeror shall be required to submit additional information other than cost or pricing data. If, during the source selection process, the CO determines that adequate competition no longer exists, then cost and pricing data may be required.

4 PART II – TECHNICAL PROPOSAL

General – The Technical Proposal shall be specific and complete. Legibility, clarity and coherence are important. Offerors’ responses will be evaluated in accordance with Section M of the solicitation. Using the instructions provided below, provide, as specifically as possible, the actual methodology you would use for accomplishing/satisfying the Technical subfactor and all requirements found in the PWS. 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. It is necessary, however, to describe how you will accomplish/satisfy the requirements and specifically how that capability will be used for this effort. Do NOT merely reiterate the objectives or reformulate the requirements specified in the solicitation. There will be no reference to rates or price in this part.

4.1 Technical Subfactor 1:

Technical Capability. The Offeror shall propose an approach that clearly demonstrates evidence of the full capability and experience their team possesses for executing Mechanical Draftsman services to meet the PWS requirements. The proposal shall discuss the following PWS requirements with significant detail:

a. General Technical Data Package Project Requirements (PWS 3.1)

b. Model=Based Technical Data Packages (MTDP) Development and conversion of existing

2D drawings (PWS 3.2)

c. MTDP Revision Support (PWS 3.3)

d. Legacy Technical Data Packages (TDP) Revision Support (PWS 3.4)

e. Engineering Data Management Support (PWS 3.5)

f. Technical Date Systems (PWS 3.7)

g. TDP Preparation Requirement (PWS 3.8)

4.2 Technical Subfactor 2:

Contract Management Plan. Offeror shall provide an approach for Contract Management. At a minimum, the proposed approach shall thoroughly substantiate all of the following:

4.2.1 A commitment to perform all Government requirements as described in the PWS to reduce risk of negative system impact to all relevant users of system software.

4.2.2 An ability to stay on schedule and within budget and managing resources to minimize program risk.

4.2.3 A transition plan which substantiates a sound approach for all of the following:

initial staffing requirements (including recruitment and hiring plans), identification of key positions, and personnel qualifications (PWS 1.7.22).

5 PART III – PAST PERFORMANCE INFORMATION

5.1 Performance Surveys: 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 any other sources of information available to the Government to assess past performance. Provide a list of no more than three (3) of the most relevant contracts performed for Federal agencies and commercial customers within the last three (3) years. Relevant contracts include individual contracts that are similar, in whole or in part, to this solicitation, including contracts performed by a teaming partner or subcontractor. The evaluation of past performance information will take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors/teaming partners that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition.

Furnish the following information for each contract listed:

(i) Company/Division name

(ii) Service Description

(iii) Contracting Agency/Customer

(iv) Contract Number

(v) Contract Dollar Value

(vi) Period of Performance

(vii) Verified, up-to-date name, address, and telephone number of the contracting officer

(viii) Comments regarding compliance with contract terms and conditions

(ix) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past 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 relevant contracts.

5.2 Quality and Satisfaction Rating for Contracts Completed in the Past Three Years: Provide 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 relevant past efforts/contracts (similar in scope and magnitude of effort and complexities this solicitation requires). 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.

5.3 Along with the information required in Part III, the offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information (see Attachment 1). For each identified effort for a commercial customer, the offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the offeror's performance (see Attachment 2).

6 PART IV – CONTRACT DOCUMENTATION

6.1 Place of performance for this effort will be at Hill AFB, UT building to be assigned.

Current building is 847. There may be other requirements to participate in task related meetings in other Hill AFB buildings. The period of performance is a 12 month basic from 12 Aug 2025 to 11 Aug 2026. Contract will be basic with four (4) 1 (one) year options.

6.2 Section I – Contract Clause

6.3 Section K – Representations, Certifications, and other Statements of Offerors: Complete representations, certifications, acknowledgments and statements. Most of the Representations and Certifications have moved online. Offeror must have filled out an online provision 52.204-8 Annual Representations and Certifications (Feb 2009), Online Representations and Certifications (ORCA) at http://orca.bpn.gov in addition to what is in section k. Central Contractor Registration (CCR) must be current.

6.4 Exceptions to Solicitation Requirements – Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. 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, cost, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 3.

Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

Table 3 – Solicitation Exceptions

SOLICITATION

Document

Page/ Paragraph

Requirement/ Portion

Rationale

PWS, CDRL(s), QASP

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement will not be met

Other Information Required

Authorized Offeror Personnel – Provide the name, title, email address, 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.

Company/Division Address, Identifying Codes, and Applicable Designations – Provide company/division’s street address, county and facility code; CAGE code; DUNS code UEI code;

and size of business (large or small).

NOTE: Prime offerors with multiple cage codes (interdivisions, subsidiaries, affiliates, divisions, sectors, groups, etc.) will be required to submit one main cage code for their company.

Contract teaming arrangements - All subcontractors, teaming partners, and/or joint venture partners shall be identified in this part. All written arrangements and letters of intent must be signed by all parties and included as well. Offerors are cautioned that the Government will evaluate the past performance of all subcontractors, teaming partners, and/or joint venture partners IAW Section M, 2.4. The Offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information.

ATTACHMENT 1: SUBCONTRACTOR/TEAMING PARTNER CONSENT LETTER

FOR THE RELEASE OF PAST AND PRESENT PERFORMANCE INFORMATION TO

THE PRIME CONTRACTOR

Past performance information concerning subcontractors and teaming partners cannot be disclosed to a private party without the subcontractor’s or teaming partner’s consent. Because a prime contractor is a private party, the Government will need that consent before disclosing subcontractor/teaming partner past and present performance information to the prime contractor during exchanges. In an effort to assist the Government in assessing your past performance relevancy and acceptability, we request that the following consent letter be completed for the major subcontractors/teaming partners identified in your proposal. The completed consent letters should be submitted as part of your Present/Past Performance submission.

SAMPLE

Dear “Contracting Officer:”

We are participating as a (subcontractor/teaming partner) with (prime contractor or name of entity providing proposal) in responding to the Department of the Air Force, Hill Air Force Base, Request for Proposal FA8201-12-R-0019, for the acquisition of HazCom/Alexandria Software Services in support of 75 ABW/SC.

We understand that the Government is placing increased emphasis on past performance in order to obtain best value in source selections. In order to facilitate the past performance assessment process we are signing this consent letter to allow you to discuss our past and present performance information with the prime contractor during the source selection process.

(Signature and title of individual who has the authority to sign for and legally bind the company)

Company Name:

Address:

ATTACHMENT 2: CLIENT AUTHORIZATION LETTER

Past performance information concerning private sector contractors, subcontractors and joint venture partners cannot be disclosed to the government without their consent. Client authorization letters are required for each identified effort for a commercial customer. This letter will authorize release to the Government of requested information on the offeror's performance.

The government will need that consent before contacting commercial customers to assess the offeror’s past performance. To assist the Government in assessing your past performance relevancy and acceptability, we request that the following client authorization letter be completed for any commercial customers identified in your proposal. The completed client authorization letters should be submitted as part of your Present/Past Performance submission.

Offerors should send with their list of references a letter similar to the following authorizing the reference to provide past performance information to the Government.

Dear “Client:”

We are responding to a Department of the Air Force, Hill Air Force Base, Request for Proposal FA8201-12-R-0019, for the acquisition of Engineering and Technical Data service.

In their acquisitions, the government is placing increased emphasis on past performance as a source selection factor. They are requiring those clients of entities responding to their solicitation to be identified, and their participation in the evaluation process is requested. In the event that you are contacted for information on work performed, you are hereby authorized to respond to those inquiries.

We have identified Mr./Ms.____________________________ of your organization as the point of contact based on his/her knowledge of our work. Your cooperation is appreciated. Any questions may be directed to .

Sincerely