Addendum to FAR Clause 52.212-1 Instructions to Offerors (ITO)--Commercial Items.pdf

FA2860-21-R-0013

Addendum to FAR Clause 52.212-1 Instructions to Offerors—Commercial Items (Proposal Requirements)

I. Proposal Format

A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined to be not eligible for award. If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. Offerors shall submit only one proposal for the Executive Airlift Flight Dispatch as the Government will review only one proposal per offeror.

Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the Addendum to the solicitation. Proposals must be received by 316 CONS/ 1349 Lutman Drive Joint Base Andrews, MD 20762 Attention: Mr. Craig McClain, no later than the date and time specified in Block 8 on the face page of the RFP. FAR Clause 52.212-1(c) is amended as follows: “The CO requests offerors to hold the prices in its offer firm for 180 calendar days from the date specified for receipt of offers. Offerors may specify a longer acceptance period than the Government’s minimum requirement.”

B. Communications: Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. Exchanges of source selection information after submission of the initial proposal packages between the Government and offerors will be controlled by the Contracting Officer. Email may be used to transmit such information only if the email can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. Otherwise, source selection information will be transmitted via direct mailing or facsimile. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any source selection information). When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

If this Request for Proposal (RFP) is amended, all terms and conditions that are not amended remain unchanged.

Offerors shall acknowledge receipt of any amendment to this request by the day and time specified in the amendment(s).

II. Volume Organization

A. General: Proposals shall be submitted to the Government in three separate volumes as set forth below:

PAGE NUMBER

VOLUME LIMITS OF COPIES DESCRIPTION

I N/A 1 Completed RFP II 30 1 Written Technical Proposal III N/A 1 Past Performance IV N/A 1 Price Proposal

All volumes shall be submitted in CD-R/W or DVD-R/W media types. Media must be virus scanned by the offeror prior to submitting to the Government. No hard copies shall be submitted.

In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1. The sealed package used to submit the proposal package must show the time and date specified for receipt. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, a dollars.

2. Print shall be no smaller than a font size of 12. Paper size shall be 8 1/2” X 11,” excluding any drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17.” Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats, bindings, color presentations are not desired or required.

3. The page limitation for Volume I, Written Technical Proposal is 30 pages (Page limitation does not apply to Mission Essential Contractor Services Plan under Subfactor Three). The page limitation for Volume II, Past Performance, is 30 pages. The page limitations include any cover page, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any table of contents or list of acronyms (if utilized).

Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation, or, sent back to the offeror.

4. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself.

5. Each page containing proprietary information should be so marked.

6. Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

7. Submission of the initial proposal packages via electronic mail will not be accepted. Initial proposal packages (CD only) shall either be mailed or hand-delivered. Offerors are cautioned that Joint Base Andrews has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance.

Some delay should be anticipated when hand-delivering proposal packages. Offerors should allow for sufficient time to obtain a visitor pass and arrive at the specified office PRIOR to the time specified for receipt of proposals.

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined unacceptable and therefore not considered eligible for award. Offerors shall ensure that all clauses and provisions that require “fill in” information are appropriately completed, including the proposed prices associated with the contract line items in the Schedule of the RFP.

2. Attachments:

Attachments to the Addendum include:

Addendum Attachment 1 – FACTS Sheet Addendum Attachment 2 – Subcontractor Consent Letter Addendum Attachment 3 – Client Authorization Letter Addendum Attachment 4 – PPQ Cover Letter Addendum Attachment 5 – PPQ Addendum Attachment 6 – Subcontracting Plan Review Checklist Addendum Attachment 7 – Pricing Matrix

2. Cross Reference Matrix: Each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Offerors may develop its own cross-referencing matrix and submitted as a part of Volume I, Completed RFP.

C. Volume II, Written Technical Proposal (Factor 1)

1. General: The written technical proposal shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. 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 the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal.

2. Format and Specific Content: The following information shall be provided in the written technical proposal and will be evaluated to assess technical acceptability in accordance with Addendum to FAR 52.212-2, Evaluation- Commercial Items.

Subfactor One: Technical Approach Each offeror shall provide a technical approach narrative demonstrating their technical methodology/approach to be used in performing Flight Dispatch Services, En-Route Flight Monitoring, and Flight Operations Service Management. .

Subfactor Two: Staffing Approach

Each offeror shall provide a staffing approach narrative, a supporting personnel matrix, labor category descriptions of all personnel, provide a notional shift schedule, an organizational structure hierarchy chart, and provide a phase-in plan. Each offeror shall also provide a phase-in plan for transitioning services that includes specific details of the timelines needed to meet all Government requirements. The plan must provide an explanation for start-up, mobilization, and transition depicting the chronological sequence of events which will be accomplished starting at contract award in order to meet all requirements of the PWS.

Subfactor Three: Mission Essential Contractor Services Plan Each offeror shall provide a Mission Essential Contractor Services plan as required by DFARS 252.237- 7024. .

Subfactor Four: Small Business Subcontracting Plan – (Applies to Large Business Only) IAW FAR 19.705-2, large business prime Offerors shall provide a clear, detailed and realistic plan that complies with FAR 52.219-9 Alt II (Dev) and DFARS 252.219-7003 and satisfies all of the requirements of FAR 19.704, DFARS 219.704, and AFFARS 5319.704(a)(1) in order to be determined acceptable by the PCO prior to contract award. The Offeror's submission must provide sufficient information to support the PCO's review of the subcontracting plan to determine acceptability. Offerors should propose positive goals that are realistically obtainable and provide rationale for the proposed goals. If small business subcontract possibilities do not exist or are limited, the Offeror's plan must state such and provide rationale supporting the assertion. An approved Subcontracting Plan is required for any contract awarded to a large business Offeror. The Subcontracting Plan Checklist that will be used by the Contracting Officer is included as Addendum Attachment 6, Subcontracting Plan Review Checklist, and shall be used as a guide when preparing a subcontracting plan. Small Business will be considered automatically acceptable for this subfactor.

D. Volume III, Past Performance (Factor 2)

1. General: The offeror shall submit at least three (3) Present/Past Performance Fact Sheet for itself and any joint ventures and up to two (2) FACTS Sheet for each proposed critical subcontractors for a total of five (5) in accordance with the format contained in the “FACTS Sheet” (Addendum Attachment 1) and the following paragraphs. A critical subcontractor is defined as an entity (subcontractor and/or teaming contractor), other than the offeror itself that will perform more than 10 percent of the prime contractor’s proposed price.

2. Past Performance Format: The requested present and past performance information shall be provided in "Volume III - Past Performance". A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and critical subcontractor (nature of work and percentage of overall work). Summary page information must clearly communicate that proposed critical subcontractor(s) meet the definition of a critical subcontractor established above. Efforts submitted for proposed critical subcontractors not meeting the established definition will not be evaluated. Each offeror shall complete a separate FACTS Sheet for each active or completed contract (with at least one year of performance history) in the past five (5) years from the issuance date of the RFP, that the offeror considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds five (5), offeror shall address its five

(5) most recent and relevant contracts. Offeror may include up to two (2) FACTS Sheet for it’s critical subcontractor included in the offeror's proposal; these subcontractor FACTS Sheets will be counted toward the no more than five (5) to be submitted by the offeror. The offeror's or critical subcontractor’s present and past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions or corporate management if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. The FACTS Sheet shall clearly indicate the division or corporate organization that performed or is presently performing the contract. Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers.

3. Ordering Type Contracts Submission: If the contract you are submitting is an ordering type contractual vehicle (for example, including but not limited to an Indefinite Delivery “D” type contract per FAR 16.5), only after issuance of a delivery/task order does performance occur. Given this, an individual order (or series of orders) under the basic ordering contract shall be submitted, in lieu of just the basic ordering contract itself. All information provided to the Government, for an ordering type contractual vehicle, shall be at the order level (i.e. a delivery/task order).

When determining what order (or series of orders) to submit for evaluation, please reference Addendum to FAR Clause 52.212-2, paragraph II.D. for details on how the Government will evaluate each submitted effort for recency, relevancy, and quality. In order to achieve optimal programmatic/logistical scope and magnitude of effort and complexities, as described in Addendum to FAR Clause 52.212-2, paragraph II.D.4, the offeror should consider submitting a series of orders, if possible. However, a series of orders should only be submitted if the series of orders is for continuous technical scope demonstrating relevancy to the instant acquisition. Not all ordering type contractual vehicles will have series of orders that meet this criteria. In this instance, only the single order demonstrating relevant technical scope should be submitted for evaluation.

When submitting an individual order (or series of orders) under an ordering type contractual vehicle, it is important that the offeror’s past performance information be accurate, complete, and in the correct format. If the information is not submitted in the correct format, the Government will not be able to evaluate the effort for recency, relevancy, and quality. There are specific places for submission of this information in the FACTS Sheet (Addendum Attachment 1). Please ensure the information submitted, in the FACTS Sheet (Addendum Attachment 1), is for each order (or series of orders), in lieu of just the basic ordering contract itself. This includes but is not limited to information such as the dollar value, period of performance, quantity produced/managed, and type and complexity of data deliverables, for each order or series of orders. See paragraph 3.1 for further information on how to submit series of orders.

3.1 Series of Orders: When submitting a series of orders for evaluation, the offeror should list the orders under the basic ordering type contractual vehicle that demonstrate relevancy, as defined in the Relevancy Definitions in Addendum to FAR Clause 52.212-2, paragraph II.D.4. Per Addendum to FAR Clause 52.212-2, paragraph II.D.4, Relevancy consists of not only technical complexities, but programmatic/logistical considerations. The programmatic/logistical considerations include dollar value, length of effort, quantity produced, and type and complexity of data deliverables. If an offeror submits a series of orders for evaluation, the total dollar value of each order (in the series of orders), the period of performance dates of each order (in the series of orders), the total quantity produced on each order (in the series of orders) and the type and complexity of data deliverables for each order (in the series of orders) shall be submitted. The total dollar value of each order (in the series of orders) shall be added up to calculate the Total Dollar Value to be used in the evaluation, for the submitted effort. The total period of performance of each order (in the series of orders) shall be added up to calculate the Total Period of Performance to be used in the evaluation, for the submitted effort. The total quantity produced on each order (in the series of orders) shall be added up to calculate the Total Quantity Produced to be used in the evaluation, for the submitted effort. The type and complexity of data deliverables provided on each order (in the series of orders) shall be evaluated as a whole for the series of orders.

Caution: All orders within the series of orders, being submitted, should be for the same continuous technical scope demonstrating relevancy to the instant acquisition. The Government reserves the right to request additional information from the offeror or Points of Contacts provided to verify that the series of orders is for the same continuous technical scope.

4. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the FACTS Sheet (Addendum Attachment 1) for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) and/or critical subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Subcontractor/Teaming Partner Consent Form is attached to this RFP (Addendum Attachment 2). The consent form shall be completed by the team member(s) and/or critical subcontractors identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume III.

5. Small Business Compliance in Past Performance Efforts: On all contracts submitted in Volume III, Past Performance, include relevant information in the FACTS Sheet concerning the offeror’s and critical subcontractor’s compliance with FAR 52.219-8, Utilization of Small Business Concerns or FAR 52.219-9, Small Business Subcontracting Plan, if these clauses are or were contained in the contract. (Please note that FAR 52.219-8 does apply to ALL businesses, whereas FAR 52.219-9 only applies to large businesses.) When subcontracting possibilities existed on the contracts submitted by the offeror and critical subcontractor, address whether or not the offeror and critical subcontractor awarded subcontracts to small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance. If none of the submitted contracts included these clauses, whenever subcontracting possibilities existed in the performance of these contracts, address whether or not it was the offeror and critical subcontractor’s policy to utilize small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance.

6. FACTS Sheet: The offeror/joint venture or critical subcontractor, if applicable, shall focus its FACTS Sheet responses so that they clearly correlate present and past performance with the requirements of this RFP. The FACTS Sheet responses must clearly describe the relevance of the effort to the work proposed. The answering space on the FACTS Sheet may be expanded so that the filled-in FACTS Sheet for each relevant contract covers no more than both sides of three (3) 8 ½ x 11 inch pages. (no more than eight (8) pages) (See paragraph J, Relevancy Table and Paragraph N of the FACTS Sheet.) Provide the most current information for the Points of Contact (POCs) identified on the FACTS Sheets. At least two of the following (in descending order of availability) should be identified as current POCs on the FACTS Sheets:

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(c) Administrative Contracting Officer/Contract Administrator or equivalent

(d) Other (As specified in your FACTS Sheet)

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and include in the FACTS Sheet a description of programs or actions taken to resolve those causes. Problems not addressed in the FACTS Sheet, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist. Note: In the case of Contractor Performance Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.

7. Past Performance Questionnaire: The Present/Past Performance Questionnaire (Addendum Attachment 5) will be one means used by the Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). As soon as practicable, offerors shall complete Section 1 of the attached PPQ (Addendum Attachment 5) and email it and the PPQ Cover Letter (Addendum Attachment 4) to points of contact (POCs) the offeror has listed in the FACTS Sheet (Addendum Attachment 1). The offeror shall send out and track the completion of the PPQ (Addendum Attachment

5) to each of the offeror’s, and/or critical subcontractors’ (i.e., each entity’s) Points of Contact (POCs) identified in each FACTS Sheet. The responsibility to send out and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. The PPQ Cover Letter (Addendum Attachment 4) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Present/Past Performance Questionnaire directly to the Government not later than the date established in the RFP for receipt of proposals. POCs may submit their completed Present/Past Performance Questionnaire electronically. If sending electronically, follow the procedures outlined in paragraph I.B. Communications above, and email to: craig.mcclain.2@us.af.mil.

Once the Present/Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror. Therefore, any exchange/contact between the offeror/joint venture member and/or critical subcontractor and its own POCs in regards to comments made on the questionnaire is not permitted. Offerors shall not complete nor submit the PPQ. Any PPQs submitted by offerors will not be considered as part of the evaluation.

8. Client Authorization Letter: In the event that commercial contracts are presented as present/past performance sources of information, a client authorization letter shall be issued to those commercial POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire. A sample client authorization letter is attached (Addendum Attachment 3). The offeror is required to send the client authorization letter(s) with the Present/Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after the RFP due date.

9. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the FACTS Sheets or in the offeror’s Present/Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and through other sources, other than those listed within the FACTS Sheets.

10. RFP Attachment Legend: PPQ (Addendum Attachment 5) and FACTS Sheet (Addendum Attachment 1) must include the following legend at the top and bottom of the page:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

E. Volume IV, Price Proposal (Factor 3)

1. General: Offerors shall submit pricing information to support the completeness, balanced, realism, fairness, and reasonableness of their proposed prices for all CLINs. The pricing information submitted should fully support PWS requirements for each task element specified in the PWS. A breakdown should also be provided for price traceability which shows the skill mix, labor categories, position descriptions, estimated number of hours, and estimated fully burdened labor rates. For T&M Off-Cycle Updates (PWS paragraph 1.5.4.2.), provide the skill mix, labor categories, position description and estimated fully burden labor rates, but the estimated number of hours and the total price is not requested. Information shall also be segregated by the performance periods and a total price for each CLIN as specified in the solicitation. Information shall also show the consolidated total price for performance.

Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed prices rests with the offeror. The offeror is cautioned against submitting an offer that exhibits unbalanced pricing. Unbalanced pricing may increase performance risk and could result in payment of unreasonable prices.

Unbalanced pricing exists when, despite an acceptable Total Evaluated Price (TEP), the price of one or more contract line items (CLINs) is significantly over or understated as indicated by application of proposal analysis techniques. The Government reserves the right to conduct a price realism analysis to determine whether an offeror’s proposed prices are realistic for the work to be performed, reflect a clear understanding of the requirements and are consistent with the various elements of the technical proposal. If price realism analysis is performed, the offeror’s cost/price proposal will be evaluated using one or more techniques defined in FAR 15.404, in order to determine if it is realistic.

2. Price Data: Data beyond that required by this instruction shall not be submitted unless the offeror considers it essential to document or support its price position. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Volume IV Price Proposal. .

Complete yellow-highlighted cells in the Pricing Matrix provided as Addendum Attachment 7. Modifications to the Pricing Matrix are not allowed and a proposal may be rejected if the Pricing Matrix has been modified by an offeror. Ensure your Pricing Matrix is consistent with your proposed Model Contract and your Staffing Matrix proposed in response to Paragraph C.2. Provide both the extended and the unit CLIN prices on the Model Contract. Provide only the extended CLIN prices on the Pricing Matrix. The extended CLIN prices must be calculated by multiplying the estimated quantity times the unit price.

The offeror shall explain any assumptions and rounding that go into its price calculations in a separate work document entitle “Offeror Assumptions and Rounding” as part of the Volume IV Price Proposal..

The price proposal should be predicated on a Firm Fixed Price (FFP) pricing arrangement. There will also be a Time and Material (T&M) CLIN for Off-Cycle Updates. For the TEP calculation purpose and as a ceiling price on the Model Contract, the Government assigned value for each Off-Cycle Updates CLIN. See the Model Contract and the Pricing Matrix for details on CLIN structure and numbering for this effort.

3. Rounding: All unit and extended prices provided shall be rounded to the nearest dollar. Monthly extended prices MUST be divisible by 4 for phase-in period, 8 for base period and 12 for option periods. All loaded labor rates shall be rounded to the nearest penny.