Enclosure_2.pdf

ENCLOSURE 2 RFQ No. 80GSFC18Q0008

INSTRUCTIONS TO OFFERORS

It is NASA’s intent, by providing the instructions set forth below, to solicit information that will demonstrate the Offeror’s competence to successfully complete the requirements specified in the

Statement of Work (SOW), Enclosure 1, Attachment A, and Representative Task Orders (RTOs), Enclosure 4. Generally, the Offeror’s quotation should:

Demonstrate understanding of the overall and specific requirements of the proposed BPA.

Convey the company’s ability for transforming understanding into accomplishment.

Present in detail, the plans and methods for so doing.

Present the prices associated with so doing.

In the event that other organizations are proposed as being involved in conducting this work, their relationships during the effort shall be explained and their proposed contributions shall be identified and integrated into each part of the quotation, as appropriate.

The Government intends to establish a multiple-award BPA without further communications with

Offerors. Consequently, Offerors are highly encouraged to quote their best technical and pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all

Offerors submitting a technical and price quote, if it is determined advantageous to the Government to do

so. An Offeror may be eliminated from consideration without further communication if its technical and/or pricing quotes are not among those Offerors considered most advantageous to the Government based on a best value determination.

(a) COMMUNICATIONS REGARDING THIS RFQ

Any questions or comments regarding this solicitation shall cite the RFQ number and be emailed to the following Government representative:

Name: Ian Sherry, Contract Specialist

E-Mail: Ian.P.Sherry@nasa.gov

The Government will answer relevant and appropriate questions regarding this solicitation. Any Offeror questions should be submitted no later than seven business days before the deadline for receipt of quotations. Telephone questions will not be accepted.

(b) QUOTATION FORMAT AND ORGANIZATION

Only the required minimum amount of information is requested to be provided for proper evaluation.

Efforts should be made to keep quotations as brief as possible, concentrating on substantive information essential for a proper evaluation.

By the quotation due date and time specified in Block 8 of the SF 1449, Offerors shall submit their quotation in volumes as specified below:

mailto:Ian.P.Sherry@nasa.gov

Volume Component Page Limitations No. of Copies

Quotation Volume Excluded Original plus 4 hard copies and 2 electronic copies

Technical Volume 8 Pages Original plus 4 hard copies and 2 electronic copies

Price Volume Mixed Original plus 4 hard copies and 2 electronic copies

Pricing Matrix (Attachment B) Excluded

RTO Pricing Exhibits (Enclosure 5) Excluded

Basis of Estimates (BOEs) 5 Pages for RTO

Past Performance Volume 5 Pages Original plus 4 hard copies and 2 electronic copies

The following are excluded from the Past

Performance Volume page limitations:

Cover Page, Indices, List of those sent Past

Performance Questionnaires, Customer Evaluations, Termination/

Descope information, and List of Acronyms

Excluded

All Volume pages shall be numbered and identified with the Offeror’s name, RFQ number and date.

Subsequent revisions, if requested, shall be similarly identified to show revision number and date. A table of contents shall be provided with figures and tables listed separately.

When page limitations apply to a volume or specific section, a page is defined as one side of a sheet, 8-

1/2" x 11", with at least one inch margins on all sides, using not smaller than 12 point type Times New

Roman font. Line spacing or the amount of vertical space between lines of text shall not be less than single line (Microsoft Word’s default line spacing). Character spacing shall be “Normal”, not “Expanded” or “Condensed.” The margins may contain headers and footers, but shall not contain any quotation content to be evaluated. Information may be submitted on single or double-sided sheets, but shall not exceed the page limitations. The excel exhibits are formatted using 9-12 point type Arial font.

Diagrams, tables, artwork, and photographs may be reduced and, if necessary, run landscape or folded to eliminate oversize pages. Text in Diagrams, schedules, charts, tables, artwork, and photographs shall be no smaller than 10 point. Diagrams, tables, artwork, and photographs shall not be used to circumvent the text size limitations above.

Title pages, tabs, and tables of contents are excluded from the page counts specified the table above (as well as other documents specified in table above). In addition, the Price Volume of your quotation is not page limited except for the page limit for the Basis of Estimate (BOE) section specified in the table above. However, this volume is to be strictly limited to pricing information. Information that can be construed as belonging in one of the other volumes of the quotation will be so construed and counted against that volume's page limitation. Pages submitted in excess of the limitations specified in this provision will not be evaluated by the Government and will be returned to the Offeror in accordance with

NFS 1815.204-70(b).

Two electronic copies of the Offeror’s quotation, designating one as “back-up,” shall be submitted (in addition to the hardcopies specified above) in Microsoft Office Word (compatible with Word 2010) or

Adobe Portable Document Format (PDF) (compatible with version X). While the RFQ provides the RTO

Pricing Exhibit in PDF format, Offerors shall submit the RTO Pricing Exhibit in Microsoft Office Excel format (compatible with Excel 2010) and the exhibits shall contain all formulas. Instructions for converting from PDF format to Excel can be found in RFQ Enclosure 6. DO NOT password protect any portion of your electronic submission.

Electronic files of all Volumes shall be on virus free CD-ROM (CD-R format) discs with an external label indicating: (1) the name of the Offeror, (2) the RFQ number, (3) the format and software versions used,

(4) a list of the files contained on the disk and (5) date of the information. The Offeror shall provide written documentation that describes the contents of each CD-ROM and of each file. In the event of any inconsistency between data provided on electronic media and hard copies, the hard copy data will be considered to be correct. The Offeror must certify that the electronic medium is virus free.

(c) QUOTATION VOLUME

The Offeror shall complete SF1449 Blocks 12 (if applicable), 17, and 30 and the indicated Offeror required fill-ins in the BPA clauses and attachments. The signed SF 1449 and the BPA/attachment pages with the required fill-ins must be submitted with the quotation (the balance of the RFQ need not be returned unless the Offeror has made changes to other pages that will constitute part of the quote). By signing and submitting the SF 1449, the Offeror has read, understands, and agrees to the BPA terms and conditions of the RFQ unless otherwise noted when the quotation is submitted.

The Offeror shall also provide the following information:

A statement that the Offeror agrees to hold the prices quoted in response to this RFQ firm for 120 calendar days from the date specified in the RFQ for receipt of offers.

Identify any prompt payment discounts being offered.

The names, phone numbers, and email addresses of persons to be contacted for clarification of questions of a technical nature and business nature.

Identify any consultants and/or subcontractors used in writing this quotation (if any) and the extent to which their services will be available in the subsequent performance of this effort.

If proposing a Contractor Teaming Arrangement to satisfy the requirements of this BPA, please provide a copy of the agreement.

If applicable, list all specific exception(s), deviation(s), or conditional assumption(s) to the terms, conditions, and requirements of this RFQ (such as Statement of Work, RTOs, BPA terms and conditions, and Quotation Instructions). This list must include all exception(s), deviation(s) and/or conditional assumptions along with an explanation for each.

(d) TECHNICAL VOLUME

The Technical Volume should be specific, detailed, and provide all the information requested by these instructions. This volume must demonstrate that the Offeror understands the requirements and has the ability to meet the requirements. General statements such as the "requirements are understood" or

"standard procedures will be employed" are not adequate. Also, restatement or paraphrasing of the requirements should be avoided. Information previously submitted, if any, will not be considered unless it is resubmitted as part of the quotation. It must not be incorporated by reference.

The Offeror shall describe its technical approach to meeting the following critical requirements of the

Statement of Work (Attachment A) in enough detail to clearly and fully demonstrate that the Offeror understands the requirements and the inherent problems associated with the objectives of this procurement:

The Offeror shall provide a description of the process for reading the data from the tapes. Specifically, address any processes for delivery with anomalous issues, such as, problems of old media, including, but not limited to, sticky tapes and dry-rotted plastic hubs, including capability to bake the tapes to remove excess moisture.

The Offeror shall provide a description of the transcribed data format, specifically addressing the conversion of 7-track tape formats into 8-bit byte data formats.

The Offeror shall provide a description of the transcribed data format, specifically addressing the conversion of 9-bit track tape formats into 8-bit byte data formats.

The Offeror shall provide a description of the process for reading the reel media at reduced speeds to reduce stress and friction.

The Offeror shall provide a description of the process for handling media tracking issues, such as those resulting from degraded signal strength or alignment issues.

The Offeror shall provide a description of the .csv (comma separated value) inventory file of the individual file marks recovered from each tape to clearly identify the beginning and end of individual files on the media, number of records per file, number of bytes per record, and end of tape marker.

The Offeror must provide a description for the final disposal of the tapes. At a minimum, this shall include removal of all labels and rendering the media unreadable.

As part of this RFQ, the Offeror shall respond to how they would approach the Representative Task Order

(RTO) included in Enclosure 4. THE OFFEROR SHALL NOT PERFORM ANY ACTUAL WORK OR

PRODUCE ANY DELIVERABLES ON THE RTO IN RESPONSE TO THIS RFQ! The RTO included in Enclosure 4 is for evaluation purposes, which may or may not be issued during the BPA effective ordering period. This RTO provides the Offeror with the opportunity to demonstrate, in detail, their understanding of the requirements and to illustrate their processes that would typically be used to accomplish the task orders.

For the RTO, the Offeror shall provide a written task plan that shall include: (a) the technical and management approach for accomplishing the task, which must be specific, detailed, and complete to demonstrate a clear and full understanding of the requirements, which includes tracking task progress; (b) a detailed schedule which includes the flow of activities from start to completion; (c) the identification of any risk factors inherent in the work or unique to the Offeror’s proposed approach; (d) the approach for managing and/or mitigating all identified risks; (e) the staffing plan and skill mix to include direct labor categories (from Attachment B) and projected hours required to accomplish each RTO along with rationale for the appropriateness of the staffing plan and skill mix, and (f) any other information required to determine the adequacy and reasonableness of the Offeror’s task plan. Any assumptions made in preparing a response to a RTO must be clearly stated in the RTO task plan. There must be consistency between the RTO task plan and the Basis of Estimate submitted under the Price Volume.

The Offeror shall describe its procedures for determining the applicability of subcontracting, if any, managing subcontracts, and approach for addressing any problems that arise as a result of poor and/or non-performance of subcontracted effort.

The Offeror shall describe its process for responding in a timely manner and effectively to requests for task plans in accordance with the Task Ordering Procedure clause of this BPA, to include the Offeror’s plans for organizing, assigning staff, tracking, and managing task orders from task initiation to completion, subcontracting, schedule and price.

The Offeror shall describe its management approach and ability to deal with problems, coordination of workflow, and assure overall control of the effort. The Offeror shall explain its approach to employ and maintain a technically trained and experienced workforce to satisfy the BPA requirements. The Offeror shall identify the type of personnel/skill level that are currently available and your approach to bring on more personnel, if needed.

The Offeror shall describe the risk management techniques that will be used to identify risks that could negatively impact task order performance and develop realistic work around or mitigation steps to eliminate or reduce risk to an acceptable level. General areas of possible risk that are of concern to NASA and of which pertain to this BPA are: technical, schedule and price. The Offeror’s discussion of a risk factor should provide the Offeror’s approach to managing the risk, the probability of the risk, impact and severity, time frame, and risk acceptance or mitigation.

(e) PRICE VOLUME

The Offeror shall submit its most competitive quotation. In accordance with FAR 13.303, NASA is seeking maximum discounts from Offerors.

Attachment B, Pricing Matrix: The Offeror shall complete Enclosure 1, Attachment B, Pricing Matrix, of the model BPA. The Offeror’s media type, price per unit, volume discount and total price of

Attachment B must reflect those anticipated to perform the requirements of the Statement of Work and

Representative Task Order. The Offeror shall propose media type, price per unit and volume discounts by

BPA contract year. In accordance with FAR 13.303, NASA is seeking maximum discounts from

Offerors. The media type, price per unit and volume discounts shall be used to calculate and negotiate the firm fixed price of all task orders issued under this BPA. During BPA performance, the Offeror will be permitted to quote prices per unit lower than are listed in Attachment B; however, for purposes of this

RFQ, the Offeror shall use the prices per unit in Attachment B for pricing the RTOs in response to this

RFQ. For costing purposes assume 10% of the tapes will require special handling due to degradation.

Representative Task Order (RTO): The Offeror shall complete the pricing exhibit in Enclosure 5 RTO

Pricing Exhibit. The Offeror shall price the RTO using the media type, price per unit and volume discount proposed in Enclosure 1, Attachment B, Pricing Matrix.

In addition to completing the RTO Pricing Exhibit in Enclosure 5 the Offeror shall provide a Basis of

Estimate (BOE) for the RTO that shall give the Government insight into the methodologies used by the

Offeror in estimating/proposing the price per unit required for successful performance of the RTO. The

Offeror’s BOE shall address the following:

Direct Labor – Provide the estimating thought processes, assumptions, methodologies and rationale used in selecting the direct labor categories and quantities of direct labor hours.

Other Direct Costs – For subcontracts, provide detail and necessity for supplies and all services being subcontracted as well as how the estimate was developed and determined reasonable; for

Direct Materials, provide description and necessity of items, quantity required, unit prices, and total price; for any Other Costs, provide description and necessity of items, quantity required, unit prices, and total price.

Indirect Rates Applied to ODCs– Provide information about any indirect rates that are applied to other direct costs, if applicable, a description of the purpose of the indirect rate(s), and supporting information for the reasonableness of the rate(s) proposed.

(f) PAST PERFORMANCE VOLUME

GSFC 52.215-230 Past Performance Volume. (JUN 2014)

An Offeror’s past performance record indicates the relevant quantitative and qualitative aspects of performing services or delivering products similar in size and content to the requirements of this acquisition.

The Offeror shall provide, at a minimum, the following information in support of its proposal to facilitate the evaluation of the Offeror’s past performance as related to the requirements of the proposed contract.

(a) INFORMATION FROM THE OFFEROR

Prime Offerors shall furnish the information requested below for all of your most recent contracts

(completed and ongoing) for similar efforts with a minimum average annual cost/fee incurred of $12,500 that your company has had within the last 3 years of the RFP release date.

For the purposes of the Past Performance Volume, a proposed significant subcontractor is defined as any proposed subcontractor that is estimated to meet/exceed an average annual cost/fee of $5,000. Note, the definition of significant subcontractor for the past performance evaluation may be different than for the cost evaluation. The Offeror shall provide the information requested below for any significant subcontractor(s) for those similar efforts within the last 3 years of the RFQ release date with a minimum average annual cost/fee incurred of at least 25% of the estimated average annual dollar value of the proposed significant subcontract.

For example (note, these example numbers may not relate to this specific procurement), if a procurement is valued at an average annual value of $50K and a proposed significant subcontractor for the effort has a proposed average annual cost/fee of $16K, the Offeror shall provide relevant current/past contract references that have a minimum average annual cost/fee incurred at/above $4K (25% of $16K) for that significant subcontractor.

If a prime Offeror or significant subcontractor is submitting past performance data on a current/past contract vehicle that includes multiple tasks, orders, etc., all effort under that contract vehicle may be consolidated for the purposes of meeting the average annual cost/fee incurred in the instructions above and for the purpose of evaluating contract relevance for the proposed requirement.

The Offeror shall provide an estimated value and percentage of work to be performed on this contract by the Prime Offeror and each significant subcontractor. Indicate the primary functions to be performed by the Prime Offeror and each proposed significant subcontractor. Indicate which contracts are most related

(i.e. similar in size and content) and how they are related to the proposed effort, as well as which contracts were performed by the division of your company (if applicable) that will perform the proposed contract/subcontract.

If applicable, Offerors may provide the experience or past performance of a parent or affiliated or predecessor company to an Offeror (including Joint Venture prime partner companies and/or a parent or affiliated company that is being otherwise proposed as a subcontractor on this effort) where the firm’s proposal demonstrates that the resources of the parent or affiliate or predecessor will affect the performance of the Offeror. The Offeror shall demonstrate that the resources of the parent or affiliate or predecessor company (its workforce, management, facilities or other resources) shall be provided or relied upon for contract performance such that the parent or affiliate or predecessor will have meaningful involvement in contract performance.

The Offeror shall provide the following information on all past/current contract references that meet the above criteria for the Prime Offeror and each significant subcontractor:

Customer's name, address, and telephone number of both the lead contractual and technical personnel most familiar with the Offeror’s performance record. (Please verify the telephone numbers provided are current and correct).

Cage Code and/or DUNS Number of the contractor performing the work.

Contract number, type, and total original and present or final contract value.

The current contract expenditures incurred to date, the date in which the expenditures have been incurred through, and the Average Annual Cost/Fee Incurred to Date. For example (note, these example numbers may not relate to this specific procurement):

A current five year contract that you are performing has a total estimated value of $100,000. As of the latest cost report which reflected cost/fee through the first 2 years and 4 months of performance, the total amount of cost/fee incurred by the Offeror over the duration of the contract was $43,500.

In this example, an Offeror would provide the following:

Current Contract Expenditures incurred to Date: $43,500

Date in which Expenditures have been incurred through: Insert Date of cost report that indicated cost/fee total of $43,500 after 2 years and 4 months of performance.

Average Annual Cost/Fee Incurred to Date: $18,669 ($43,500/2.33 years)

Date of contract, place(s) of performance, and delivery dates or period of performance.

Brief description of contract work and comparability to the proposed effort. It is not sufficient to state that it is comparable in magnitude and scope. Rationale must be provided to demonstrate that it is comparable.

Method of acquisition: competitive or noncompetitive.

Nature of award: initial or follow-on. If initial, indicate whether award was preceded by a

Government, customer, or Offeror financed study.

Identify and explain major technical problems and how they were overcome. List any major deviations or waivers to technical requirements that were granted by the customer.

Identify and explain completion successes and delays, including adherence to program schedules.

Provide an assessment of the performance (technical and schedule) on these past programs and support these assessments with metrics such as award or incentive fees earned.

Cost management history; identify and explain any cost overruns and underruns, and cost incentive history, if applicable.

Average number of personnel on the contract per year and percent turnover of personnel per year.

Recent customer evaluations of past performance including Award Fee Evaluation results, Fee

Determination Official letters, Annual Performance Evaluation Forms, etc. (Excluded from the page limitation).

Small Business Subcontracting Plan history; provide latest Individual Subcontract Report (ISR) and

Summary Subcontract Report (SSR) (formerly known as the SF 294 and 295 reports) and supporting rationale (Excluded from the page limitation).

List any contracts terminated (partial or complete) within the past 5 years and basis for termination

(convenience or default). Include the contract number, name, address, and telephone number of the terminating officer (please verify telephone numbers). Include contracts that were "descoped" by the customer because of performance or cost problems. (Excluded from the page limitation).

(b) PRIOR CUSTOMER EVALUATIONS (PAST PERFORMANCE QUESTIONNAIRES)

The offeror and any proposed significant subcontractor(s) [as defined in paragraph (a)] shall provide the questionnaires provided as Enclosure 7 to each of the above references to establish a record of past performance. The Offeror shall instruct each of its references to return the questionnaire directly to the

Government in a sealed envelope. The questionnaire respondent shall be a representative from the technical customer and responsible Contracting Officer with direct knowledge of your firm's performance. If possible, the Offeror and any proposed significant subcontractor(s) shall provide questionnaires to customers from NASA contracts, other Government contracts, and commercial contracts. For proposed significant subcontractor(s), references shall concern only work performed by the subcontractor’s business entity that will perform the work under this contract, if awarded.

The Offeror is responsible for ensuring that the questionnaire is completed and submitted directly to the

NASA Contracting Officer below no later than the closing date of this solicitation designated in Block 9 of the SF 33:

NASA Goddard Space Flight Center

Attn: Makara K. Nevils, Code 210.5

Bldg. 22, Rm. 126

Greenbelt, MD 20771

Telephone: (301) 286-4909

The Offeror shall include a list of those to whom the questionnaires were sent, including name of individual, phone number, organization, and contract number. Offerors shall include in their proposal the written consent of their proposed significant subcontractors to allow the Government to discuss the subcontractors' past performance evaluation with the Offeror.

(End of provision)

GSFC 52.215-205 Quotation Marking and Delivery. (SEPT 2014)

(Offeror: You MUST comply with these instructions to ensure that the designated receiving office can identify, date and time mark, secure, and deliver your quotation to the Contracting Officer.)

(a) External Marking of Quotation Package(s)

All quotation packages must be closed and sealed.

The quotation package must include the offeror’s name and return mailing address.

The required mailing address and external marking for proposals is as follows:

Goddard Space Flight Center

Greenbelt, MD 20771

Building 35 — Shipping and Receiving Dock

Solicitation Number 80GSFC18Q0008

Attn: Ian P. Sherry

Building 22, Room 122

QUOTATION--DELIVER UNOPENED"

Suggested additional marking if delivery is made by a commercial delivery service:

"COMMERCIAL DELIVERY PERSONNEL: THIS QUOTATION MUST BE DELIVERED TO THE

DOCK MASTER, BUILDING 35 SHIPPING AND RECEIVING DOCK, NO LATER THAN

(OFFEROR—ENTER DATE AND TIME).”

(b) Designated Receiving Office

The designated receiving office for proposals is the Shipping and Receiving Dock, Building 35, Goddard

Space Flight Center, which must be accessed via the access road off of Good Luck Road and requires entry via the security guard gate. Proposals must be received at the designated receiving office no later than the date and time stated on the solicitation face page.

The Building 35 Shipping and Receiving dock is open from 7:30 AM to 3:30 PM, Monday through

Friday, except Government holidays. Contractor personnel conduct the GSFC receiving function, which includes mailroom operations. Proposals must be marked with the date and time of receipt, subjected to security screening, secured, and delivered unopened to the Contracting Officer.

There is public access to the Building 35 Shipping and Receiving Dock after entering the Building 35 security gate. All deliveries are subject to GSFC Security screening.

(c) Methods of Quotation Delivery

There are three suggested methods of delivery to the designated quotation receiving office:

U.S. Postal Service Express Mail

Commercial Delivery Service

Delivery by company employee or other individual agent

It is highly encouraged for all offerors to use U.S. Postal Service Express Mail or Commercial

Delivery Services.

Regardless of the method of delivery chosen, the offeror is responsible for delivery of the quotation to the designated receiving office no later than the date and time stated on the face page of the solicitation.