ATTACHMENT_6_instruction_to_offerors.pdf

ATTACHMENT 6

ADDENDUM TO PROVISION

FAR 52.212-1, INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

1.0 SUBMISSION OF COMPLETE PROPOSALS

Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to submit a complete proposal by the proposal due date may result in the proposal being unacceptable to the Government and eliminated from consideration for award. Offerors are advised that their proposals are presumed to represent their best efforts and most complete responses to this solicitation.

Assurance of experience, capability, and qualifications that clearly demonstrate and support the Offeror's claims are essential. The absence of such evidence will adversely influence evaluation of the proposal.

2.0 GENERAL INSTRUCTIONS AND INFORMATION

This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror's proposal must include all information requested and must be submitted in accordance with these instructions.

2.1 Inquiries

Offerors shall only contact the Contracting Officer, Sophia Marshall at sophiamarshall@fs.fed.us for information about this solicitation. Other Government personnel must not be contacted in regard to this solicitation prior to award. Prospective Offerors are also cautioned to advise potential subcontractors or teaming members of this instruction.

USDA Forest Service

WO AQM IT Support Branch

Pan Am Bldg. 101 B Sun Ave.

Albuquerque, NM 87109

Phone: (505) 563-7212; Fax: (505) 563-7788

All inquiries must be made in writing and submitted to the above e-mail/address. Written inquiries will be answered in writing and provided to all Offerors.

2.2 Proposal Acceptance Period and Due Date

The proposal acceptance period/due date is April 11, 2014 as specified in Table 3.1 on page 3. Unless otherwise noted, proposals are due no later than 3:00 PM MST on the date specified, and submitted to the Point of Contact's e-mail address identified in paragraph 2.1 above. The Offeror shall make a clear statement that its offer is valid for at least 120 days (reference paragraph 6.2) beyond the due date. Late proposals may be rejected from consideration. If any proposal is received late, the Contracting Officer will promptly notify the

Offeror that its proposal was received late and whether the proposal will still be considered.

2.3 Proposal Clarity

The proposal shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The Offeror shall also provide a matrix cross-referencing back to the requirements documents. The Offeror shall assume that the Government has no prior knowledge of the Offeror's facilities and experience, and will base its evaluation on the information presented in the proposal. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

2.4 Brochures, Documentation, Binding, and Artwork

Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

2.5 Debriefings

The Contracting Officer will promptly notify Offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505, Pre-award

Debriefing of Offerors. The Contracting Officer will also notify unsuccessful Offerors in the competitive range of the source selection decision in accordance with FAR 15.503, Notification to Unsuccessful Offerors. Upon such notification, unsuccessful Offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.506, Post-award Debriefing of

Offerors, as applicable.

2.6 Discrepancies

If any Offeror believes the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale.

2.7 Pre-Proposal Conference

Blanchard Caverns Radio/Tracking Communication System (RFP) Respondents:

The Forest Service (FS) will be facilitating a pre-proposal conference and site walk through regarding the RFP, “Installation of Radio/Wi-Fi/Tracking Communication System for the Blanchard Caverns.” The pre-proposal conference will be held on April 1-2, 2014, from 10:00 am to 4:00pm Central Standard Time.

The FS Contracting Officer (CO), Contracting Officer Representative (COR) and Project Managers will be on site to answer respondent’s questions and clarify details of the RFP. Vendors will have the opportunity to ask questions in an open forum; the questions will be documented, consolidated and later posted to Federal

Business Opportunities (FBO) for public review.

Session Information

Date and Time Tuesday, April 1, 2014 & Wednesday, April 2, 2014

10:00am to 4:00pm Central Standard Time

Location USDA Ozark National Forest Service

Blanchard Springs Caverns

NF 54, Forest Road 1110

Fifty-Six, AR 72533

Vendors that plan on participating should RSVP to the CO, Sophia Marshall, at sophiamarshall@fs.fed.us by March 26th, 2014. Site walk through will require suitable attire and footwear (NO heels, dress shoes are advised also cavern temperature is approximately 50 degrees Fahrenheit), also provide the number of people attending.

Questions regarding the pre-bid conference should be directed to Mrs. Marshall at sophiamarshall@fs.fed.us. Thank you and we look forward to your participation.

mailto:bgallegos@fs.fed.us mailto:bgallegos@fs.fed.us

2.9 RFP/PWS Questions

The Offeror will have until 3:00 pm MST on 4 th April 2014 to submit any questions regarding the RFP/PWS. It is preferred that all questions are submitted prior to the pre-proposal conference in order to prepare answers and present them during the conference call. The Offeror shall submit his questions in writing to the Point of

Contact's address identified in paragraph 2.1. The Government will respond to those questions in writing, which will be posted with the solicitation.

3.0 ORGANIZATION OF PROPOSALS

The Offeror shall prepare the proposal as set forth in the Proposal Organization Table 3.1 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.

The Offeror shall deliver their quote (one Softcopy sent via e-mail) to the e-mail address at 2.1 above by the due date/time identified in Table 3.1. Since proposals are to be submitted via e-mail, it is incumbent upon the offeror to ensure that the e-mail and all attachments were received prior to closing. You may contact the CO via the means identified in 2.1 above. Proposal organization shall be as follows:

3.1 Proposal Organization Table

Table 3.1 Software as a Service (SaaS) for Reporting Incidents of Work Related Accidents Proposal & Page

Count:

Volume & Title Page Limit Notes Due Date

I. Past Performance (Para. 4.0)

Summary

Past Performance Information

Document

Organization Structure

Change History

3 References per significant team member or significant performing sub @ 1 page each.

See para. 4.2.1.3 for further details.

April 11, 2014, 3:00

PM MST

II. Mission Capability (Para.

5.0)

Executive Summary

Technical

Demonstration

Performance Work

Statement (PWS)

Management

Transition

No documentation will be accepted as part of the

Demonstration

PWS shall be a separate document from the technical proposal.

2014, 3:00

PM MST

III. Contract Documentation

(Para 6.0)

No Page

Limit

April 11, IV. Price (Para 7.0) 5

3.1 Proposal Format and Content

3.2.1 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 will not be returned to the Offeror. Excess pages shall be destroyed along with all unsuccessful proposals. Page limits as response to ENs, once captured as part of final proposal revisions will not exceed initial proposal page limits. When both sides of a sheet of paper display printed material, it shall be counted as two pages. Each page shall be counted except: cover pages, tables of contents, cross-reference matrix, skill set matrix, tabs, and glossaries.

3.2.2 Page Size: Page size shall be 8.5 x 11 inches. Foldouts will be counted as two pages for each side.

Pages shall be single spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than Times New Roman 10 point. Use at least 1-inch margins on all sides of each page. Pages shall be numbered sequentially by volume.

3.2.3 Tables, Charts, Graphs, and Figures: Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 x 17 inches in size. For tables, charts, graphs and figures, the text shall be no smaller than 8 point.

3.2.4 Cross Referencing: To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with minimal cross-referencing to other volumes or without impairing clarity. The Offeror shall provide a cross-reference matrix indicating the corresponding proposal paragraph in that section and/or volume which addresses the referenced item.

3.2.5 Glossary of Terms: Each volume shall contain a glossary of all abbreviations, acronyms and/or terms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

3.2.6 Be sure to apply all appropriate markings including those prescribed in accordance with FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection

Information.

3.2.7 Classified Information: Proposals shall not contain classified information.

3.2.8 Cost or Pricing Information: All cost or pricing information shall be addressed ONLY in the Price

Volume.

3.2.9 Electronic Offers: The Offeror shall submit all volumes in electronic format, using email. No hyperlinks, using Microsoft Word 2003 software or later version and for Excel format include cell formulas and allocation basis that apply to rates, (no pdf files). On email submissions in subject line, indicate the Offeror's name, solicitation number, volume, and title. Use separate files and descriptive names for all files and documents to permit rapid location of all volumes and associated documents, attachments, exhibits, annexes, etc.

4.0 VOLUME I - PAST PERFORMANCE

4.1 General

The Past Performance volume of the offeror's proposal is due in accordance with Table 3.1.

4.2 Instructions

The offeror shall provide past/present performance information for evaluation. Failure to provide any information may result in the Offeror being removed from consideration for award (NOTE: An Offeror with no past performance experience should submit the Past Performance Volume with explanation that it has no recent or relevant experience). The Government will evaluate the Offeror's quality of performance, currency, applicability, significance (cost, size, and difficulty); demonstrated successful experience on projects similar in size and scope to this project; and demonstrated ability to be flexible and interface with other technical support contractors. Of particular importance will be the Offeror’s demonstrated experience and performance relating to implementation of a Radio/Tracking Communication System form current or former customers. In evaluating the Offeror's past/present performance record, information will be obtained through the Past

Performance Information Retrieval System (PPIRS), similar systems of other Government departments and agencies, questionnaires tailored to the circumstances of this acquisition, interviews with Program Managers and Contracting Officers, and other sources known to the Government, including commercial sources. The government will place more weight and consideration on more relevant and recent past performance information.

4.2.1 Content of Past Performance Volume

The Offeror's Past Performance Volume shall contain the following (reference Table 3.1 for page limitations):

Table of contents

Summary Page

Past/present Performance Information Sheets

Consent Letters

Organization Structure change History

4.2.1.1 Table of Contents: The Table of contents shall list all documents contained in the Past Performance

Volume.

4.2.1.2 Summary Page: The Summary Page shall describe the proposed role of the Offeror and each subcontractor, teaming partner, and/or joint venture partner upon which the Offeror is required to provide past performance information documents.

4.2.1.3 Past/present Performance Information Sheets: The Offeror should include rationale supporting its assertion of relevance. However, the Government is not bound by the Offeror's opinion of relevancy. The

Offeror should clearly link the past performance information to the Mission Capability subfactors stated in the solicitation. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate.

4.2.1.3.1 The Government will only consider relevant work performed within the past three years prior to the closing date of the solicitation. This information is required on the prime offeror, as well as subcontractors, teaming partners, and joint ventures that will perform key or major aspects of the requirement (at least 20% of the proposed work). The Government seeks to evaluate the Entities Past Performance supporting various clients, across various project types, and under varying conditions by evaluating the quality of Offeror performance in execution of contracts of similar size, scope, complexity, and currency to this scope. All provided Past Performance references should:

Consider that the term “contract” refers to a Contract, Task Order, Delivery Order, or BPA Call.

Be for the prime Contractor, Teaming Partner, or Subcontractor (provided the Contractor, a Teaming

Partner, or Subcontractor is identified in Volume 1: Mission Capability Proposal).

Reference Past Performance where the contractor performed a substantially similar service to that which the contractor will perform.

Be of similar size, scope, complexity, and currency where:

“Size” of a contract relates to the contract value of services including all subcontracts and option periods.

“Scope” relates to the range of services provided to any Federal, State, or Local Government entity or commercial entity as compared to the scope of this requirement.

“Complexity” refers to the range of technical challenges that must be addressed in addition the ability to provide multiple services in multiple locations in parallel while meeting or exceeding performance objectives.

Accordingly, the Entity shall provide three (3) Past Performance summaries that best comply with the description above. The Offeror may submit up to three references for each significant team member it considers most relevant in demonstrating its ability to perform the proposed effort. Each Past Performance summary submitted by the Offeror should include the following information:

1. Indicate whether the Past Performance reference is for the Prime Contractor, Teaming Partner, or

Subcontractor;

2. State what role the Prime contractor, Teaming Partner, or Subcontractor performed for the effort

3. Customer organization (agency, firm, etc.);

4. Contract name;

5. Contract number;

6. Contract type (firm fixed price, cost reimbursable, time-and-materials, etc.);

7. Contract value:

a. Including all subcontracts and option periods with a clear indication of whether the options were exercised;

b. Including and noting all modifications and the reason for the modifications; and

c. The contract value shall reflect the revenue realized by the Offeror for services actually performed by the Offeror. For example, if the Offeror was a subcontractor, the dollar value shall only reflect the Offeror’s portion of the work as subcontractor, not the value of the entire contract as realized by the Prime contractor.

8. Performance-based Contract (Yes/No/Partial);

9. Start and completion date (or projected completion date);

10. Provide contact information for two (2) points-of-contact including:

a. Name and role/job of the points-of-contact, while associated with the project;

b. Telephone number; and

c. Email address.

11. Brief description of the Contract scope and tasking;

12. Description of performance standards met and unmet, and any corrective actions required; and

13. Description of how the Offeror’s efforts resulted in:

a. Quality Service

b. Timeliness (Schedule Control)

c. Cost Control

d. Positive and Effective Business Relations

4.2.1.3.2 The maximum number of past performance information sheets an Offeror may submit is three per each significant team member, and each sheet is limited to one page. The past performance information sheet must reflect the same division or cost center as that proposed. Additionally, the past performance information sheet must include relevant information concerning compliance with FAR 52.219-8, Utilization of

Small Business Concerns. Offerors are cautioned that the Government will use data provided by each Offeror, as well as data obtained from other sources in the evaluation of past performance.

4.2.1.4 Organization Structure Change History

Many companies have acquired, been acquired by, or have otherwise merged with other companies, and/or have 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 source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this source selection. To facilitate this relevancy determination, include in the Past Performance Volume a

"roadmap" describing all such changed in the organization of the company. As part of this explanation, show how these changes impact the relevance of any efforts identified 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 Offeror(s), the "roadmap" shall be both specifically applicable to the efforts identified and general enough to apply to efforts on which the Government receives information from other sources. This information is required on the Offeror, subcontractors, teaming partners, and/or joint venture partners.

5.0 VOLUME II - MISSION CAPABILITY

5.1 General

The purpose of the Mission Capability Volume is to provide the Government the ability to evaluate the technical, management, capability of the Offeror to perform Installation of Radio/Tracking Communication

System. The Mission Capability proposal shall consist of the following sections: Executive summary;

Technical to include a PWS, and completion of Management; and Transition. The Offeror's Mission

Capability proposal shall be specific and complete. Legibility, clarity and coherence are very important. The

Offeror's Mission Capability should provide as specifically as possible the actual methodologies that will be used and how a successful partnership with the Government will be established in accomplishing/satisfying the requirements. The Mission Capability Volume will be used to evaluate the Mission Capability of the Offeror's proposal and will be evaluated against the Mission Capability factors in this RFP.

5.2 Mission Capability Executive Summary

The Mission Capability Executive summary should address satisfaction of technical acceptability for the factors. The overall format of this section is at the discretion of the Offeror, but shall specifically indicate where material may be found for each major element of the factor evaluation criteria as defined in the RFP.

Information provided in the executive summary will not be considered in the evaluation of any factor or sub-factor.

5.3 Technical

The Offeror shall define and describe the technical capability that will support Blanchard Caverns

Radio/Tracking Communication System. The Offeror's technical approach should provide an adequate description of approach tailored to the PWS requirements. The Performance Work Statement submitted, shall fully respond to the PWS and all Attachments. This should include, as a minimum, the processes, procedures, and related technical experience in the following:

1. Offeror’s demonstrated knowledge and deployment of technology tools, processes and products to successfully meet or exceed the Government’s defined requirements with minimal customization required

2. The solution’s integration capabilities with VHF Radio systems, and underground and sensitive environmental habitats

5.4 Management

The Offeror shall define and describe the processes, tools, land approaches to be utilized in the management of providing Radio/Tracking Communication System. This should include:

1. Offeror’s implementation strategy and timeline that meets the needs of the Government and ensures a smooth transition to the selected solution.

2. Offeror’s training approach to ensure sufficient support is provided to users in the smooth and efficient use of the new communication system.

3. Offeror’s staffing approach to ensure the appropriate level of corporate commitment is devoted to the government.

5.4 Transition

The proposal should demonstrate to the Government the Offeror's ability to implement transition from the current communication system to new communication system. This should include:

1. Detail the chronological sequence of events of the phase-in/transition

2. Detailed schedule that will ensure a smooth implementation of contract services

3. Identify how the Offeror will identify phase-in risks as well as how those risks will be mitigated with minimal Government oversight

6.0 VOLUME III - CONTRACT DOCUMENTATION

6.1 Assumption, Conditions, or Exceptions To Terms and Conditions Exceptions taken to terms and conditions of the solicitation shall be identified. Each exception shall reference the paragraph and/or specific part or attachment of the solicitation to which it is taken, the page and paragraph number, and justification for why the requirement will not be met. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. Failure to comply with the terms and conditions of the solicitation may result in the Offeror being removed from consideration for award.

6.2 Contract Documentation Executive Summary

Within the Contract Documentation Executive Summary, the Offeror shall state that its proposal is valid for at least 120 days. Also, the Offeror shall include a contact list (with phone numbers, fax numbers, mailing addresses, e-mail addresses, etc.) of all personnel the offeror determines to be key personnel. Specifically, the contact list shall identify those personnel authorized to negotiate on behalf of their company, as well as a single point of contact for all correspondence (such as setting up briefing times, coordinating EN deliveries, if any, etc.). Furthermore, the list shall indicate the person to contact in the event the Offeror is awarded a contract

(provide, at a minimum, contact's title, phone number, and e-mail address); typically the person to notify in the event of award is a senior professional of the corporation. Information provided in the executive summary will not be considered in the evaluation of any factor or sub-factor.

6.3 Contract Documentation

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file(s). The Offeror's proposal shall include a signed copy of the SF 1449, and completed

Sections of the RFP. This includes any attachments identified in this solicitation.

6.3.1 Solicitation/Contract Form: Representatives of the Offeror, authorized to commit the Offeror to contractual obligations, must execute the form. Offerors shall sign the SF 1449 in Block #30 and submit it at the same time as Contract Documentation Volume. Note: the Government could (though it reserves the right not to) initiate discussions and ask Offerors in the Competitive Range to submit Final Proposal Revisions

(FPRs). As such, the Offeror could be asked to re-sign the SF 1449 and submit it with its FPR.

6.3.2 Company/Division Address, Identifying Codes, and Applicable Designations: Provide company/division's street address, county and facility code; CAGE code; DUNS code; TIN number, 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). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

7.0 VOLUME IV – PRICE

The Offeror’s Volume 4: Price Proposal shall be submitted as described below.

VOLUME 4: PRICE PROPOSAL (No Page Limits)

Cover Page (CP)

Table of Contents (TOC)

Chapter 1 Cover Letter

Chapter 2 Contract Business Proposal Assumptions

Chapter 3 Pricing and Labor Tables in accordance with Attachment 3,

(1) for CLIN 0001 Forest Service Radio/Wi-Fi/Tracking Communication

System, and

(2) Travel, and

(3) Options for extended warranty on equipment & support and maintenance

Chapter 4 Contractor Teaming Agreements (if used)

7.1 Price will be assessed for reasonableness, realism, and affordability using one or more of the techniques defined in FAR 15.404, Proposal Analysis.

7.2 Each Offeror's proposal shall represent its best efforts to respond to the evaluation. Any inconsistency between promised performance and Price shall be explained in the proposal. For example, if unique and innovative approaches are the basis for an estimate, the nature of the approaches and their impact on price must be explained. Any significant inconsistency, if unexplained, raises a fundamental issue of the Offeror's understanding of the nature and scope of the work required and its ability to perform within the proposed cost constraints, may cause the proposal to be rejected. Offerors must submit, under a separate tab, all (if any) assumptions, conditions, or exceptions upon which the Price Proposal is based.

7.3 Compliance with these instructions is mandatory and failure to comply may result in rejection of your proposal. The Price volume should contain sufficient information to evaluate the proposal. The burden of proof for credibility of proposed prices rests with the Offeror. The information requested in the proposal is required to enable the Government to determine price fair and reasonable. The Offeror shall indicate the price to be charged for each CLIN rounded to the nearest whole dollar.

7.4 Detailed Pricing Breakout

7.4.1 Cost and Pricing Data. The contracting officer 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 cost information will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition, the contracting officer determines that adequate price competition no longer exists; offerors may be required to submit information to the extent necessary for the contracting officer to determine the reasonableness of the price.

7.4.2 Insert proposed unit and extended prices in Attachment 3.

7.4.3 Non-Required Data

Data beyond that required by this instruction should not be submitted, unless you consider it essential to document or support your price position. All information relating to the proposed price, including all required supporting documentation must be included in the section of the proposal designated as the Price Volume.

Unrealistically low prices, initially or subsequently proposed, may be grounds for eliminating a proposal from competition either on the basis that the offeror does not understand the requirement or the offeror has made an unrealistic proposal.

7.5 Format and Contents

7.5.1 Required cost formats are provided in Tables 1, found in Attachment 5 of the solicitation. Deviations from the formats are permitted to accommodate the offeror’s systems; however, all cost elements proposed must be adequately addressed.

7.5.2 The offeror shall furnish all tables (including any cell formulas) via email as IBM PC compatible, Microsoft Excel (Office 2003 version or later) files.

7.5.3. Complete, as the first page of the cost proposal, a cover sheet that includes the following:

i. Name and number of the solicitation for which the proposal was prepared,

ii. Total proposed amount of each CLIN.

7.5.4 Include an index, appropriately referenced, of all the data accompanying or identified in the price proposal. Any additions and/or revisions of the proposal, up to contract award, must be annotated on a supplemental index.