A07.06 DOD Safe-Directions for Submitting Proposals.pdf

DIRECTIONS FOR SUBMITTING PROPOSALS: DoD SAFE FILE EXCHANGE

INSTRUCTIONS:

The Offeror’s proposal shall be submitted electronically, as described below. The Offeror’s proposal shall not contain classified data. The use of hyperlinks in proposals is prohibited. NOTE: The only authorized transmission method for proposals in response to this solicitation is electronically via SAFE online submission. NO OTHER TRANSMISSION METHODS (EMAIL, FACSIMILE, REGULAR MAIL, HAND CARRIED, ETC.) WILL BE ACCEPTED. The Offeror’s proposal must be received by the

Government by the date/time specified in the solicitation. Offerors shall electronically submit their proposal using the following link: https://safe.apps.mil/. Within SAFE, please send proposals to both

Contract Specialist Arnel D. Margen at Arnel.D.Margen@usace.army.mil and to Contracting Officer

Daniel Czech at Daniel.E.Czech@usace.army.mil. Failure to properly submit a proposal by the time will render it late and it will not be accepted. As this is an electronic submission subject to internet connectivity and other potential network traffic issues, offerors are cautioned to plan accordingly.

INSTRUCTIONS FOR SUBMITTING ELECTRONIC PROPOSALS:

All proposals shall be submitted electronically through the SAFE site. Submission shall be in Adobe PDF format. Your uploaded submission cannot exceed 2GB. If you have a large number of files, recommend that you combine or ZIP your files before uploading to the SAFE site. Offerors may use compression utility software such as WinZip or PKZip to reduce file size and facilitate transmission.

REQUEST FOR UPLOAD CODE:

In order to electronically submit a proposal through DoD SAFE, offerors must email Contract Specialist

Arnel D Margen at Arnel.D.Margen@usace.army.mil and Contracting Officer Daniel Czech at

Daniel.E.Czech@usace.army.mil no later than five (5) working days prior to the proposal due date to receive an upload code which will allow for file uploads via the SAFE site. Offerors that fail to request an upload code five (5) working days before the proposal due date may not be able to receive a request code in time to upload their submission.

FILE DESCRIPTION:

Include a “File Description” for each file(s) you upload. The “File Description” will be included in the email notice to each of the recipients you choose to have access your file(s). NOTE: Do NOT enter

Privacy Act Data (Personal Identification Information (PII)) in the File Description.) Submission shall be in Adobe PDF format.

INSTRUCTIONS TO FOLLOW ON THE SAFE WEBSITE:

Once at the SAFE website select the “Drop-off” icon. This allows users without a Common Access Card

(CAC) or users whose computer is not configured to read a CAC the option to access the SAFE site as a guest. After selecting the “Click Here” link you will be prompted to add your personal information, file information, recipient (Government representative) information and email settings. When completing your file information for transmittal via the DOD SAFE website, you will be required to enter the email address for all recipients. For this solicitation, the recipients are the Contract Specialist and the

Contracting Officer. The Offeror must enter the E-Mail address for both the Contracting Officer and

Specialist. The Offeror can enter an additional E-Mail address if desired. After entering the email address, click the ADD button to add the person(s) email to the “Recipients List” of your response. When your proposal is submitted, a notification will be sent to the recipients you added. NOTE: Do NOT send the

SAFE site packages to group email accounts. Even if you successfully upload your proposal to the SAFE site, notification will not be sent to the government recipients until you verify your email address. An

Offeror can confirm proper submission by the ‘Drop-Off Completed” screen which generates based on proper file submission.

RECEIPT OF SUBMISSIONS:

For the purposes of establishing whether a proposal submission is considered timely, the Government considers the date and time the submission is completely uploaded into the SAFE website. For proposals larger than the 2GB capacity of the SAFE website and require multiple submissions, the Government will consider the date and time the last submission is completely uploaded into the SAFE website. Do not assume that electronic communication is instantaneous. It can take several minutes or even hours in some cases. The Government will not be responsible for submissions delivered to any location or to anyone other than those designated to receive proposals. Offerors are responsible for ensuring that proposals are submitted to the designated recipient. Offerors are responsible for allowing sufficient time for the proposal to be received in accordance with the instructions provided. Because uploaded documents expire in DoD SAFE, the submission of proposals should only occur during a limited window of time from

XXX 2021. to the due date, in order to ensure that the proposal doesn’t expire before the Contracting

Specialist/Contracting Officer has time to download the proposals.