Phase I RFP Letter FOTS_Amendment 001.pdf

Commandant United States Coast Guard

2703 Martin Luther King Jr. Ave., SE Mail Stop 7828 Washington, DC 20593-7828 Staff Symbol: CG-9123 Phone: (202) 431-2680 Email: khia.e.baylor-davis@uscg.mil

August 5, 2025

To: Interested Offerors on Contracting Opportunities via SAM.gov

Subject: Request for Proposal (RFP) 70Z02325R92200002 – Phase I – Amendment 001

Dear Sir or Madam:

The subject solicitation is being issued as a full and open competition in accordance with Federal Acquisition Regulation (FAR) 12.603 procedures, and establishment of a single-award Indefinite-Delivery Indefinite-Quantity (IDIQ) contract, FAR 16.504. The North American Industry Classification System (NAICS) code is 541330 – Engineering Services. This is a new requirement (no incumbent Contractor).

The Government intends to award one (1) single-award IDIQ and reserves the right to award without exchanges or communications based on initial submissions. All interested and qualified vendors are encouraged to participate. The period of performance of the IDIQ contract is inclusive of a 12-month base ordering period and four (4) consecutive 12-month ordering periods, anticipated to be effective no later than September 30, 2025-September 29, 2030.

I. PHASED APPROACH

This solicitation is being issued using a two-phased approach. Following the evaluation of Phase I, the Government will provide an advisory notice to Offerors indicating the likely chance of success, should the company choose to continue to Phase II. The intent is to minimize the cost and effort of proposal development for those Offerors with low chances of winning the award.

The Government does not intend to provide feedback after the completion of the advisory notifications. Failure to participate in Phase I of the procurement precludes further consideration of a proposal. Phase II submissions will not be accepted from Offerors that did not submit Phase I information by the due date and time stated in this solicitation.

The Government’s advice serves as a recommendation only. The advisory notification will include further information/instruction, but the Government intends to allow all Offerors two calendar (2) days to decide whether they wish to proceed with a Phase II submission. Offerors advised not to proceed may nonetheless elect to continue their participation in the procurement.

For those Offerors that are advised to proceed to Phase II, the Contracting Officer will include the Phase II submission instructions on the advisory notification. The Government recommends that Offerors begin the preparation of Phase II proposals only after receipt of the Phase I advisory down-select notice.

Phase I Prior Experience Summary:

The Offeror must submit a written Prior Experience Summary in accordance with the requirements in Attachment I IDIQ Statement of Work §§ 4.1-4.4.2. Such summary must describe the company’s relevant prior experience in providing technical services and supplies for foreign partners who have received Excess Defense Articles (EDA) or new defense articles from the U.S. Government (USG) through the Foreign Military Sales (FMS) program to include technical support during dry dock, dockside, and vessel maintenance availabilities, technical support services, Material Condition Assessments (MCA), publication support, Integrated Logistics Support (ILS) systems, Procurement Support (e.g., vessel spare parts, outfitting items, transportation of equipment), casualties and emergent repairs, supply support and ship outfitting support, warehousing and logistics services, and shipyard availability support outside the continental United States (OCONUS) at a foreign shipyard. Prior experience examples can include projects where the Offeror performed as the prime contractor or subcontractor. If the Offeror is proposing to use a subcontractor, prior experience performed by the Offeror’s proposed subcontractor may also be used. If doing so, however, the Offeror must differentiate in the summary what experience was performed by the Offeror as the prime or a subcontractor on the prior experience, and what experience was performed by the proposed subcontractor as the prime or a subcontractor on the prior experience.

Offerors must submit a cover sheet with the Phase I submission that includes the name, address, telephone number, System for Award Management (SAM) Unique Entity Identifier (UEI), and Taxpayer Identification Number (TIN) of the Offeror. In addition, the cover sheet must list the name, email address, and telephone number of the primary point of contact representing the Offeror as well as information pertaining to any proposed teaming partner(s)/subcontractor(s).

The Prior Experience Summary is limited to ten (10) total pages and must include information regarding up to three (3) previous or on-going efforts. Title pages, table of contents, cover sheets, or indices are not included in the page count. Quotes must be submitted in no smaller than eleven (11) point font size. The reference efforts must have been performed (or are on-going) no earlier than July 2020 (i.e., within the previous five (5) years). Pages that are over the stated maximum will not be evaluated.

For each reference effort, submissions must reduce the contents of this summary to only information that is essential to demonstrating the relevancy of the prior effort to the SOW for this procurement. Each narrative (limited to three (3) pages per reference effort), must, at a minimum, provide the following information for each reference effort:

Contract/Task Order number.

NOTE: USCG will not evaluate base contracts (e.g., IDIQ, GWAC) without the performance of a specific Task Order / Delivery Order

Description of the work performed, including comparable services performed, agencies/components and efforts supported, and the Offeror’s level of responsibility and authority on the project.

List of subcontracted services and subcontractors used, along with estimated annual amount of each subcontracted service.

Type of contract/order (e.g., cost reimbursable, incentive fee, award fee, time and materials, fixed price, etc.).

Date of performance start and completion, including options.

Description of how this work is relevant to the requirements of this RFP and how it could be leveraged to support this RFP.

If an Offeror intends to include a teaming partner/subcontractor as part of its technical proposal, such intended subcontractors’ prior experience may be included in this submission. If a submission includes prior experience performed by a proposed teaming partner/subcontractor, the submission must indicate that the proposed teaming partner/subcontractor will perform substantially similar efforts should the Offeror receive the award. Further, if a submission includes reference efforts of teaming partners/subcontractors, at least one (1) reference effort must demonstrate the Offeror performing work as a prime contractor and include management of subcontractor(s).

If a subcontractor was not included in the Phase I submission, the subcontractor cannot be added in Phase II.

Offerors must submit the Prior Experience Summary in Microsoft Word or Adobe (.pdf) format by 11:00 AM ET on Monday, August 11, 2025 via email to Contract Specialist Kerri Dolezal kerri.l.dolezal@uscg.mil and Contracting Officer Khia Baylor-Davis khia.e.baylor-davis@uscg.mil . Submissions not submitted and received timely will not be evaluated. Please do not submit any information not expressly requested above in your Phase I submission. Any information submitted independent of what is requested in the Phase I submission instructions will not be evaluated. Please note that email size limitations apply. USCG servers cannot accept individual email transmissions larger than 10MB. It is up to the Offeror to verify receipt of all emails to ensure their Phase I submission is received.

The Government will evaluate the Offerors’ Prior Experience Summary to assess the relevance of an Offeror’s prior experience relative to the work identified in the SOW and will consider the relevancy of the prior effort in terms of scope and complexity to the SOW. The Government will more favorably evaluate submissions demonstrating prior work relating to the USCG, other military components, or Government agencies requiring OCONUS support. Similarly, the Government will more favorably evaluate submissions demonstrating performance of the specific tasks in SOW §§ 4.1-4.4.2. If the proposal includes teaming partners/subcontractors, the Government will consider the degree to which the submission demonstrates experience managing subcontractors. The Government will evaluate up to the stated page maximum (not including Title pages, table of contents, cover sheets, or indices), will verify the font size is no smaller than eleven (11) point font size, and only evaluate efforts performed (or are on-going) no earlier than July 2020 (i.e., within the previous five (5) years).

The Government will assign one of the following relevancy ratings for Phase I:

Relevancy Rating for Prior Experience

Rating Definition

Highly Relevant

Reference efforts demonstrate recent performance of efforts that include the same or substantially similar scope and complexity of work as those tasks found in Statement of Work (SOW) §§ 4.1-4.4.2. While any particular effort need not include all SOW tasks, all tasks must be covered by the submitted efforts.

Reference efforts demonstrate knowledge providing technical services and supplies for foreign partners who have received Excess Defense Articles (EDA) or new defense articles from the United States Government (USG) through the Foreign Military Sales (FMS) Program to include technical support during dry dock, dockside, and vessel maintenance availabilities, technical support services, Material Condition Assessments (MCA), publication support, Integrated Logistics Support (ILS) systems, Procurement Support (e.g., vessel spare parts, outfitting items, transportation of equipment), casualties and emergent repairs, supply support and ship outfitting support, warehousing and logistics services, and shipyard availability support outside the continental United States (OCONUS) at a foreign shipyard. All prior efforts were performed for the United States Coast Guard (USCG), Department of Defense, Department of State, or another U.S. Government agency or component that accepts or executes FMS or EDA cases or demonstrate substantially similar tasks for other government agencies or components. If the submission included proposed subcontractors, at least one (1) reference effort demonstrated experience managing subcontractors.

Relevant

Reference efforts demonstrate recent performance of efforts that include similar scope and complexity of work as those tasks found in SOW §§ 4.1-4.4.2. While any particular effort need not include all SOW tasks, all tasks must be covered by the submitted efforts. Reference efforts demonstrate knowledge providing technical services and supplies for foreign partners who have received EDA or new defense articles from the USG through the FMS Program to include technical support during dry dock, dockside, and vessel maintenance availabilities, technical support services, MCA, publication support, ILS systems, Procurement Support (e.g., vessel spare parts, outfitting items, transportation of equipment), casualties and emergent repairs, supply support and ship outfitting support, warehousing and logistics services, and shipyard availability support OCONUS at a foreign shipyard. The prior efforts may not have been performed for the USCG, Department of Defense, Department of State, or another U.S.

Government agency or component that accepts or executes FMS or EDA cases or demonstrate substantially similar tasks for other government agencies or components. If the submission included proposed subcontractors, at least one (1) reference effort demonstrated experience managing subcontractors.

Somewhat Relevant

Reference efforts demonstrate recent performance of efforts that include some scope and complexity of work as those tasks found in SOW §§ 4.1-4.4.2. While any particular effort need not include all SOW tasks, all tasks must be covered by the submitted efforts. Reference efforts may demonstrate knowledge providing technical services and supplies for foreign partners who have received EDA or new defense articles from the USG through the FMS Program to include technical support during dry dock, dockside, and vessel maintenance availabilities, technical support services, MCA, publication support, ILS systems, Procurement Support (e.g., vessel spare parts, outfitting items, transportation of equipment), casualties and emergent repairs, supply support and ship outfitting support, warehousing and logistics services, and shipyard availability support OCONUS at a foreign shipyard. The prior efforts may not have been performed for the USCG, Department of Defense, Department of State, or another U.S.

Government agency or component that accepts or executes FMS or EDA cases or did not demonstrate substantially similar tasks for other government agencies or components. If the submission included proposed subcontractors, at least one (1) reference effort may demonstrate experience managing subcontractors.

Less Relevant

Reference efforts demonstrate recent performance of efforts that include little or no similarity to the scope and complexity of work as those tasks found in SOW §§ 4.1-4.4.2. While any particular effort need not include all SOW tasks, all tasks must be covered by the submitted efforts. Reference efforts do not demonstrate knowledge providing technical services and supplies for foreign partners who have received EDA or new defense articles from the USG through the FMS Program to include technical support during dry dock, dockside, and vessel maintenance availabilities, technical support services, MCA, publication support, ILS systems, Procurement Support (e.g., vessel spare parts, outfitting items, transportation of equipment), casualties and emergent repairs, supply support and ship outfitting support, warehousing and logistics services, and shipyard availability support OCONUS at a foreign shipyard. The prior efforts were not performed for the USCG, Department of Defense, Department of State, or another U.S. Government agency or component that accepts or executes FMS or EDA cases or did not demonstrate substantially similar tasks for other government agencies or components. If the submission included proposed subcontractors, at least one (1) reference effort may not have demonstrated experience managing subcontractors.

II. ANTICIPATED TIMELINE

The Government anticipates the following timeline.

Date Action Tuesday, July 29, 2025 Offerors submit Phase I Questions to Government Tuesday, August 5, 2025 Government posts amendment for Phase I – Offeror Questions &

Government Answers (Q&As) Monday, August 11, 2025 Offerors submit Phase I Prior Experience Summary Monday, August 11, 2025- Tuesday, August 12, 2025

Government evaluates Phase I responses

Wednesday, August 13, 2025 Government distributes Phase II RFP letters, confirms the advisory notice and provides the remainder of the RFP instructions and documentation (equipment specifications for Initial Delivery Orders, IDIQ provisions, IDIQ and Delivery Order pricing sheet).

If participating in Phase II, Offerors will be required to participate in oral presentations, and provide written volumes including their oral presentation slides, delivery schedules of equipment specifications, pricing methodology, and Subcontracting Plan if applicable.

Friday, August 15, 2025 Offerors provide confirmation to Government whether they are participating in Phase II, oral presentation date is scheduled for September

Date Action Wednesday, August 20, 2025 Offerors submit Phase II Questions due to Government Monday, August 25, 2025 Government provides amendment for Phase II – Offeror Questions

& Government Answers (Q&As) Monday, September 8, 2025 Offerors submit Phase II proposals (oral presentation slides, delivery schedules of equipment specifications, pricing methodology, and Subcontracting Plan if applicable)

Tuesday, September 9, 2025- Wednesday, September 10, Oral Presentations held

Thursday, September 11, 2025-Monday, September 29, Internal Government processes held to finalize Government evaluation, draft documentation, and obtain award approvals through multiple USCG parties and DHS S1

Tuesday, September 30, 2025 Award, all Offerors notified

III. BASIS OF AWARD

The Government intends to award a single-award IDIQ to the responsible Offeror, determined to represent the best value to the Government. Best value is described as the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement.

Best value will be determined using the following tradeoff evaluation methodology. Proposals will be evaluated based on the following in descending order of importance: 1) Prior Experience Summary, 2) Technical Approach, 3) Past Performance, and 4) Price. Prior Experience Summary, Technical Approach, and Past Performance when combined, are significantly more important than Price. However, as the Prior Experience Summary, Technical Approach, and Past Performance evaluations become more equal, Price can gain importance in determining best value. The instructions to Offerors for all remaining evaluation factors will be provided during the distribution of the Phase II RFP letters.

IV. QUESTIONS

All questions must be submitted in writing to the Contract Specialist Kerri Dolezal kerri.l.dolezal@uscg.mil and Contracting Officer Khia Baylor-Davis khia.e.baylor-davis@uscg.mil no later than 2:00 PM ET on Tuesday, July 29, 2025. Offerors are requested to send any questions grouped by the solicitation section and refer to the section/subsection number in its submission. Questions must be written in a way that enables clear understanding of the Offeror’s issues or concerns. Statements expressing opinions, sentiments, or conjecture are not considered valid inquiries and will not receive a response. Offerors are highly encouraged to ask questions instead of making assumptions.

The Government will publish questions and answers (without attribution to the company submitting the question) within a reasonable timeframe considering the Phase I submission due date and time.

This RFP must not be considered as direction to proceed with the subject effort, nor a promise of future direction to proceed. Offerors are solely responsible for this RFP’s submission costs.

Sincerely, DEVIN J. FITZPATRICK

Contracting Officer U. S. Coast Guard

Attachments: (1) Attachment I IDIQ Statement of Work

(2) Attachment III IDIQ Terms Conditions and Clauses

(3) 70Z02325R92200002 Q and As List_Amendment 001