Addendum - Instructions to Offerors - Commercial Items.pdf

ADDENDUM

52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

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.

(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. 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 artwork, or other embellishments are unnecessary and are not desired.

(e) Offers must be received no later than 10 June 2024 at 2:00 PM EDT. Written Proposals for this RFQ will be accepted by submission to DoD SAFE. Please note that the uploaded files must be timestamped by the offer due date and time. Receipt date and time for determining timely submission will be based upon date and time DoD SAFE shows the files were uploaded.

Offerors bare the risk for receipt of submitted offers being untimely. Any offer or modifications to the offer received after the exact time specified for receipt of offers/quotes may not be considered. Written Offers submitted in forms other than through DoD SAFE are not permissible and will not be considered. All responsible sources may submit an offer, which if received timely shall be considered by this agency.

(f) Instructions for DoD SAFE are as follows:

1. Send a request to Thomas Carson at thomas.carson.2@us.af.mil or Allen Kurella at allen.kurella@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

Attachment 4 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.

(g) The proposal shall be valid for 120 days from the RFQ closing date. The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid through this date.

(h) In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals.

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: Allen Kurella Email address: allen.kurella@us.af.mil

Contract Specialist Name: Tom Carson Email Address: thomas.carson.2@us.af.mil

1.1.2 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.

1.1.3 Electronic Reference Documents

All referenced documents for this solicitation are available on the System for Award Management (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.

Attachment 4 mailto:allen.kurella@us.af.mil mailto:thomas.carson.2@us.af.mil https://beta.sam.gov/

1.1.4 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.

1.2 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1.2 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 1.2. The attachments 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 1.2 - Proposal Organization

VOLUME ITO Paragraph Number

VOLUME TITLE COPIES PAGE LIMIT

I 2.0 Technical 1 Electronic Copy 40(Excluding technical manuals if submitted) II 3.0 Past Performance 1 Electronic Copy 40

III 4.0 Proposal Documentation

1 Electronic Copy N/A

1.2.1 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 paper copies will be returned to the offeror as soon as practicable. 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.

1.2.1.1 Page Size and Format

A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. 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 12point. 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. These page size and format restrictions shall apply to both electronic and hard copy proposals.

1.2.2 Pricing Related Data

All pricing information shall be addressed in the Proposal Documentation volume, in Supplies or Services and Prices/Cost Section of the Schedule of the RFQ. 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 RFQ. Offerors shall also complete Total Evaluated Price (TEP) worksheet (Attachment 6). This worksheet will be used to calculate your proposals TEP.

1.3 Electronic Submission of Proposal

The offeror shall submit all proposal information in electronic format via DoD Safe, https://safe.apps.mil/. Emailed proposals will not be accepted. Offers submitted in forms other than through DoD SAFE are not permissible and will not be considered.

1.4 Timeliness

Offerors are required to submit proposals (including both written proposal and unit submission) before the proposal deadline listed in Section 1.0(f) of the ITO. Any electronic copy or unit 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 offer would not unduly delay the acquisition.

1.5 RFQ Amendments

If this RFQ 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.

1.6 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.

1.7 DoD Rated Order

This will be a DO-A70 rated order. All prime contracts, subcontracts, or purchase orders in support of an authorized program are given a priority rating. A DX rating is assigned to those programs of the highest national priority. Per DoD 4400.1-M, the Under Secretary of Defense for AT&L approves DO rated orders and nominates to the Secretary of Defense for approval of DX rated orders. An unrated order is a commercial order or a DoD order that is not ratable. A DX rating takes priority over a DO rating, which takes priority over an unrated order. Rated programs are also given a program identifier symbol. A-70, Electronics and Communication Equipment, is the program identifier symbol for this acquisition. The program identifier symbol does not, by itself, indicate any priority.

2.0 Volume I - Technical Volume

https://safe.apps.mil/

2.1 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 Addendum 52.212-2 Evaluation- Commercial Items, Attachment 5.

The Technical Volume shall include a written response, with sufficient supporting technical literature, to support each paragraphs of the Purchase Description (See Section C) that cannot be determined from evaluation of proposed unit. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the paragraph in the Purchase Description. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation. Where the technical literature demonstrates that the proposed unit meets the requirement of a specific purchase description paragraph, you may reference that page and paragraph of the technical literature in your technical proposal response in lieu of restating it.

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.

3.0 Volume II – Past Performance

3.1 Quality and Satisfaction Rating for Contracts Completed in the Past Five 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. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Addendum – Evaluation Factors for Award, provision 2 - Evaluation Factors, paragraph 2.3 – Factor 2: Past Performance.

3.2 Performance Surveys

The government will evaluate the quality and extent of offeror's performance deemed relevant to the requirements of this RFQ. 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 five (5), of the most relevant contracts performed for Federal agencies and commercial customers within the last five (5) years.

The evaluation of past performance information will take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors 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) Product/Service

(iii) Contracting Agency/Customer

(iv) Contract Number

(v) Contract Dollar Value

(vi) Period of Performance

(vii) Verified, up-to-date name, address, FAX & 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.

3.3 Teaming Arrangement

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.

3.4 Subcontractor Consent

Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide with the proposal a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

3.5 Organizational Structure Change History

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of your company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the Government intends to consider past performance information provided by other sources as well as that provided by the Offerors, your "roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

4.0 Volume III – Proposal Documentation

3.1 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 be signed by an Authorized Offeror Personnel and include Sections B through K.

3.1.1 Section B - Supplies or Services and Prices

Completed pricing information in Supplies or Services and Prices/Cost Section of the solicitation.

3.1.2 Section I - Contract Clauses

Completed clauses incorporated in full text of the solicitation.

3.1.3 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://www.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 like of the contract.

3.2 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 3.2.

Table 3.2 - 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

3.3 Other Information Required

3.3.1 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.

3.3.2 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).

3.4 Pricing

https://www.sam.gov/

3.4.1 Price Reasonableness

The Government will review the pricing submissions for reasonableness, completeness, and compliance with Addendum INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS 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.

3.4.2 Price Data

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.

3.4.3 Cost or Pricing Data Requirements

Data other than certified cost or pricing data may be required to support a determination of price reasonableness. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness the offeror shall be required to submit additional cost or pricing data.