Amendment 03 - SECTION L - Instructions to Offerors.pdf

2021 Presidential Inaugural Sound System L-1

SECTION L: INSTRUCTIONS TO OFFERORS

Solicitation No. AOCSSB20R0032 2021 Presidential Inauguration Sound Reinforcement

Amendment 03

L.1. GENERAL INSTRUCTIONS TO OFFERORS

Offerors are invited to submit a proposal in response to RFP AOCSSB20R0032 entitled, “2021 Presidential Inauguration Sound Reinforcement.” Prepare the proposal for evaluation in accordance with this section of the solicitation.

L.2. PROPOSAL SUBMISSION

Submit your proposal in two PDF files: (a) Technical Proposal, and (b) Price Proposal. Submit each by the deadline indicated in this solicitation to Adam.Birkland@aoc.gov .

L.3 REQUESTS FOR INFORMATION

Offeror questions must be submitted as Requests for Information (RFI) via email and sent to Adam.Birkland@aoc.gov . Emails with RFIs must include the solicitation number in the subject line. RFIs should be submitted no later than April 24, 2020. RFIs received after this date may or may not receive an answer from the AOC.

L.4. PROPOSAL COMPOSITION – GENERAL REQUIREMENTS

Proposals shall set forth full, accurate, and complete information as required by this solicitation.

Data submitted shall reflect the Offeror’s interpretation of criteria contained in the RFP. Proposals are to be formatted for 8-1/2 X 11-inch paper, except as allowed otherwise within the Instructions to Offerors, and shall be legible. Proposals shall be appropriately labeled corresponding to the proposal table of contents, affording ease of identification.

Number pages consecutively. There shall be no consideration of information incorporated by reference or reiteration of the RFP. Proposal presentation shall be in a manner which allows it to “STAND ALONE” without need for evaluators to reference other documents. It is allowable to combine arrangements, layout plans, and notes on single sheets to simplify presentation, so long as there is maintenance of clarity.

L.5. TECHNICAL PROPOSAL COMPOSITION

Technical Proposal Format: At a minimum, the technical proposal shall follow the general format specified below. Number pages from beginning to end. Do not repeat numbering for new sections.

mailto:Adam.Birkland@aoc.gov mailto:Adam.Birkland@aoc.gov

L-2

The technical proposal shall include (1) a cover letter, (2) a table of contents, and (3) required technical data. A description of each is as follows:

Cover Letter: The technical proposal cover letter shall be the first page of the technical proposal and shall contain the following:

• Solicitation number;

• Name, address, telephone, facsimile numbers and e-mail address of the Offeror;

• Names, titles, telephone and facsimile numbers and e-mail addresses of persons authorized to sign the proposal and negotiate on the Offeror’s behalf with the Government;

• A statement that the offer is acceptable for a period of 90 calendar days from the date of submission;

• Acknowledgement of all amendments by number and date of issue (likewise, acknowledge all amendments on any proposal revisions.)

Table of Contents: The Table of Contents shall list all sections contained in the technical proposal.

Provide a separate section for each evaluation factor.

The total number of pages, excluding the Cover Letter, Tabs, Table of Contents, letters of commitment, and copies of professional registration documentation and other required certifications and attachments, shall not exceed 30 Pages.

Technical Factor Requirements: Below is a description of submittal requirements for each technical factor:

Factor A – Technical Approach

Offerors must submit a work plan that demonstrates their ability to provide quality and timely completion of the work. The work plan must include the following:

1) Description of the plans, methods, and procedures for all labor, equipment, and materials to install and subsequently remove the sound amplification system.

This description shall include a discussion of subcontractor coordination, client communication, and the ability to provide “surge” capacity in the event of unanticipated delays.

2) Provide a complete equipment list in the same format indicated by the Sound

System equipment list in Section J, showing the Sound System equipment that the offeror proposes to use to perform this work. The list of equipment shall include a narrative explanation of why the selected equipment is appropriate for use on the 2021 Inaugural Sound System. The list of equipment shall indicate the items of equipment which are actually in the possession of the offeror or anticipated lead time(s) to obtain the equipment as of the date of the submission of the offer, and shall state the manufacturer’s name, model number and serial number of each

L-3 piece of equipment. For each piece of equipment not currently on hand/in-stock/available, offeror shall furnish the estimated lead time necessary to obtain such equipment and shall enter such time (in days, weeks, months) on the equipment list. All equipment shall be available for use in connection with this project in December 2020. Actual physical possession of the sound equipment will be subject to verification by the Government.

3) A description of the system the offeror proposes to provide for powering the complete system in event of a power failure. The description shall include a schematic diagram of the entire standby power system indicating the connections, sizes, quantities, and manufacturer’s model numbers of all components, it’s power handling capacity, and the calculated duration of standby power.

4) Proposed Project Schedule: Submit a bar-chart type progress schedule showing the order in which you propose to perform the work to meet or exceed the contract period of performance. Indicate necessary coordination with others performing work that is indicated on the drawings that is not part of this contract work. The project schedule may be submitted on other than 8-1/2 X 11-inch paper. However, each side of each page of the project schedule will be considered one page under the 30 page technical proposal limit.

5) Provide a detailed description of the scaffold structure that the Contractor proposes to use.

6) Provide an on-site staffing plan, listing the proposed labor categories and the number of employees in each category that are proposed to be provided, and your method of assuring that the services required by this RFP are adequately and consistently provided.

Factor B – Relevant Team Experience Offerors shall submit description for five (5) projects to demonstrate the prime firm’s experience. Additional projects submitted beyond the five (5) required will not be considered, reviewed or evaluated.

In order to be considered relevant, projects must be completed contracts performed within the past five (5) years from the date of this solicitation.

For each project, provide specific information using the Table 1 format:

TABLE 1 – PRIME OFFEROR PROJECT INFORMATION

1. Project title, location, and dates.

2. Owner or contracting agency name.

3. Initial and Final Dollar Value of the Contract.

L-4

4. Description of the project scope of work: Include a detailed description of the project explaining its relevancy to this project; include any notable problems or issues that were encountered and how they were addressed, timeliness of completion and degree of client satisfaction;

describe work done by each major subcontractor (if any) and how your company managed each subcontractor relationship to ensure successful completion. Discuss the offeror’s specific role in the contract and work performed. Discuss coordination, if any, of relevant subcontractors and trades.

5. Project relevance description: At a minimum, provide a description of how the project is relevant to the 2021 Presidential Inaugural Sound System contract.

6. Current primary point of contact for customer: At a minimum, provide name, relationship to the project, agency/firm, phone number, and email address.

Factor C – Key Personnel

Offerors shall demonstrate experience and professional credentials for key personnel.

Key Personnel Information shall be no more than one page per individual to include project examples. Copies of professional registration documentation and other required certifications are attachments and are not included in the one-page restriction or the total page count for the proposal. Submit only one individual for each position.

The following positions shall be considered Key Personnel and the Key Personnel Information in the format below for each of the positions shall be submitted as part of the offeror’s response to Factor C.

1) Corporate Officer

2) On-Site Project Manager

3) Lead Systems Technician

4) QC Manager

Letters of Commitment are attachments to the proposal and do not count against the 30 page limit.

L-5

The Key Personnel Information format is as follows:

FORMAT for KEY PERSONNEL:

1. Name/Title of Person

2. Summary of the duties/responsibilities for this project

3. Firm affiliation

4. Title or proposed role

5. Employee of Prime Contractor or sub-contractor (team status)

6. All applicable active registrations/professional/technical licenses/certifications

7. Specific qualifications for this project; include references, if appropriate

8. Project descriptions for at least three relevant projects. Each example project shall contain a short description of the relevant experience. Project descriptions shall include dates. These will be used to verify years of relevant experience.

Offerors shall provide details regarding the specific role that the proposed individual served on the relevant project.

Factor D – Management Approach In the submission for Factor D, offerors shall provide narrative and/or graphic descriptions detailing the organizational structure that will be responsible for the performance of the contract. This description shall include:

1) The overall corporate structure, including lines of specific responsibility, how senior management (Executive level) will be kept abreast of contract activities, and to what degree senior management will be involved in contract operation,

2) The process and procedures for on-site management of the project including communication pathways and tools,

3) Specific procedures which will be followed to remedy problems and address areas of concern which may arise during the life of the contract, e.g., specific problem-reporting and problem-solving procedures, identification of a hierarchy of responsibility and authority within the company for addressing problems, and methods used to keep the Government advised of the status of the problem.

4) Describe, in detail, your firm’s subcontractor selection and management process.

Describe the work that will be performed by the offeror and work that will be performed by subcontractors. Describe, in detail, how you ensure that each subcontractor has the relevant experience for this project. Provide criteria used in awarding subcontracts. Describe your firm’s subcontractor management structure and the level of corporate oversight. Discuss processes which will be used to ensure consistent satisfactory performance of subcontractors. Discuss your experience with

L-6 your proposed subcontractors and related projects under Factor B, point of contact, and phone numbers.

In addition, the Offeror shall provide the following plans, procedures, policies, and/or processes:

1) Quality Control Plan that includes a preliminary organization chart documenting quality assurance methods and their relationship to the production portions of the company. The plan must also identify individuals who will be primarily responsible for the Quality Control Process.

2) Site Safety Plan to include the offeror’s approach to lost time job-site accidents, and a method of implement and monitoring safety requirements.

Factor E – Past Performance:

Offerors shall submit the below data for the prime firm:

1) Contractor name

2) Contractor address

3) Contractor contact information (phone number, email)

4) Contractor DUNS number.

5) Contractor CAGE code.

L.6 PRICE PROPOSAL COMPOSITION

Price Proposal Format: Submit a PDF file of the price proposal separate from the PDF file of the technical proposal. An official authorized to bind your firm shall sign the price proposal. Note that proposal shall be good for a period of 90 calendar days, as indicated on the SF 1449 33, after the submittal. Submit the price proposal at the same time as the technical proposal. The price proposal shall include the following:

• SF 33 - Acknowledge all amendments (if there are any) by number and date

• Bid Schedule

• Bid Guarantee

• All representations and certifications, as well as fill-in provisions/clauses contained in the solicitation.

L.6 L.7 AWARD AND POST-AWARD PROCEDURES

Technical Evaluation: There will be an evaluation of technical proposals for conformance with the RFP criteria. Proposals shall provide adequate detail for evaluators to determine how the

L-7

Offeror’s proposal meets or exceed the criteria. A detailed description of the evaluation factors for award is presented in Section M – Evaluation Factors for Award.

Selection and Award without Discussions: It is the intent of the Government to make award based upon initial offers, without further discussion or additional information. Therefore, submit your proposal on the most favorable terms from a price and technical standpoint. Do not assume you will have an opportunity to clarify, discuss or revise your proposal.

Selection and Award: The Government intends to make an award based on initial offers. The basis of contract award will be a cost-tradeoff analysis. Selection will be on the basis of the responsible offer, which conforms to the RFP and represents the most advantageous offer to the Government.

Debriefings: Unsuccessful offerors may request a post-award debriefing within three (3) days after the date on which the Offeror received notification of contract award. There will be no point-by-point comparison with other Offerors’ proposals.