Atch-02 52.212-1 Addendum.pdf

HT001126RE011- Attachment 2 Addendum to 52.212-1

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

(1) Period of Validity. The Offeror agrees to hold the prices in its offer valid and firm for 90 calendar days from the date specified for receipt of offers.

(a) Offer Submission Instructions. Offeror is required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Offeror must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Offeror must acknowledge solicitation any and all amendments to the solicitation.

(b) The Government does not intend to hold discussions; however, the Government reserves the right to hold discussions, or negotiations, if the Contracting Officer finds it necessary to do so. The Offeror’s initial offer should contain the Offeror’s best terms from a price and technical standpoint. The Government reserves the right to seek information through clarifications or communications with the Offeror. The offer shall not simply rephrase or restate the Government’s requirements but shall provide convincing rationale to address how the Offeror intends to meet the requirements.

(c) To ensure consistency with the evaluation requirements under FAR 52.212-2 and to minimize proposal risk to the Government, Offerors are hereby notified that any deviation, exception, assumption, qualification, or condition taken to the requirements of this solicitation—including but not limited to technical, performance, schedule, data governance, pricing, or CLIN-structure requirements—will be considered an UNACCEPTABLE level of performance and contract risk.

Accordingly:

Offerors shall not include any assumptions that modify, reinterpret, contradict, or condition any requirement of the Solicitation, Statement of Objectives (SOO), evaluation criteria, or CLIN structure.

Any deviations, exceptions, or conditional assumptions included anywhere in the Offeror’s submission will render the proposal UNACCEPTABLE and therefore ineligible for award.

Offerors must submit proposals fully compliant with all requirements, without reliance on inferred intent, external references, undocumented methods, or Government assumptions.

The Government will not infer any technical approach, capability, staffing plan, methodology, or performance commitment not fully articulated in the submitted proposal volumes.

The Offeror is responsible for ensuring that all representations, certifications, and subcontractor/teaming arrangements comply with the solicitation requirements, including FAR 52.219-14 (Limitations on Subcontracting) when applicable. Non-compliance or failure to validate percentage-of-work requirements will be considered a material proposal DEFICIENCY.

Any proposal language that introduces risk to the Government—such as conditional performance, reliance on future negotiations, vague or unsubstantiated methods, or references to unspecified tools, data, or Government-furnished resources—may be assessed as increasing proposal risk and may result in the proposal being determined UNACCEPTABLE under this solicitation.

These requirements apply to all proposal volumes, the cover letter, attachments, supplements, and all communication submitted prior to the proposal deadline. For use of affiliates, teaming partners, and joint ventures please follow guidance under paragraph (4)(b)(6) down below.

(d) Points of Contact - Email communication to Points of Contact (POC) for this solicitation should be addressed to:

Contracting Officer (CO), Linda M. Walker at linda.m.walker38.civ@health.mil Contract Specialist (CS), Andrea V. Rivas at andrea.v.rivas.civ@health.mil -- located in Falls Church, Virginia, USA.

Include the solicitation number, HT001126RE011, in the subject line of all email documents.

(e) Questions may be submitted to CO and CS, by email. They shall be received no later than day, Monday, 15 DECEMBER 2025 at 11:00 am Eastern Time. Additional questions will not be accepted after this date and time. The Government reserves the right not to provide a response for any Offeror question/clarification. If the CO determines that a request cites an issue of significant importance, the Government shall provide a written response to all Offerors. Responses to these questions will be posted no later than Monday, 22 DECEMBER 2025 at 11:00 am Eastern Time.

**REQUIRED FORMAT FOR ALL QUESTIONS IS PROVIDED HEREIN AS

ATTACHMENT 5. ANY QUESTIONS NOT SUBMITTED UNDER THIS

GUIDANCE WILL BE ELIMINATED.

(f) Electronic Submittal: All proposals shall be submitted electronically, via email to the Contract Specialist and Contracting Officer no later than Friday, 9 JANUARY 2026 at 9:00 am Eastern Time. Modifications, amendments, or withdrawals of proposals should also be submitted electronically via email to CO and CS. Other communications shall be submitted through email to the POC identified above.

Hard copies of proposals will not be accepted. Any proposal received after the exact time specified for receipt shall be treated as a late submission in accordance with Federal Acquisition Regulation (FAR) 52.212-1.

mailto:andrea.v.rivas.civ@health.mil

(2) Offer Content and Format. An offer shall consist of a Cover Letter and three (3) volumes:

• Volume 1 for material documenting the Offeror’s Technical Capability to meet all requirements of the Statement of Objectives (SOO) and a Statement of Work on how specifically the Contractor will accomplish all Objectives leading to completion of requirement.

• Volume 2 for Past Performance Questionnaires.

• Volume 3 for all Price information. Each volume shall be written on a stand-alone basis, so that its contents may be evaluated without cross-referencing.

Volume 1 is limited to thirty-five (35) single-sided pages. Pages should be numbered consecutively throughout the document and not by sections. For any sections of a proposal with a defined page limit, pages exceeding the specified limit will be removed and not forwarded for evaluation.

The following sections are not subject to page limits:

• Cover Letter (optional)

• Title Page (optional)

• Table of Contents (optional)

• Glossaries (optional)

• Statement regarding Potential Organizational Conflicts of Interest or OCI Mitigation Plan

(Required for Submission)

• Completed 52.212-3 (Required for Submission)

• Volume 3 – Price (Required for Submission)

The following volumes are subject to the indicated page limits:

• Volume 1 – Factor 1 - Technical Capability – 35 Pages:

o Subfactor 1: Technical Approach Objective Accomplishment - 25 Pages Subfactor 2: Statement of Work – 10 Pages

• Volume 2 – Factor 2 – Past Performance Questionnaire, if provided – MAX PAGE TOTAL at 12 pages

An offer page is 8.5 inches by 11 inches (portrait format) with 1-inch margins and single-sided.

Text shall be single-spaced in Times New Roman font of no less than 12-point font. Tables, graphics, captions, and callouts may use 10-point font. Narrative shall be submitted in MS Word or searchable PDF Format. Detailed pricing information shall be submitted in tabular format in MS Excel. The Offeror’s company name (no logos), the date, solicitation number, and volume number shall be included on each page of the offer (this information may be included in a header/footer). All pages of the offer volumes shall be numbered, using a uniform numbering system. Page numbers, headers and footers may be outside the page margins and are not bound by the font and point size requirement. Any offer containing proprietary information shall be clearly marked. All pricing information shall be addressed ONLY in the price volume. Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

Proposal Compliance: Failure to comply with the material proposal preparation, content, format, and submission requirements set forth herein, including page limits, volume structure, and required attachments, may result in the proposal being rejected as non-compliant and ineligible for further evaluation or award consideration.

(3) Cover Letter Instructions. The cover letter shall reference the solicitation number and identify all enclosures being transmitted as part of the offer. The cover letter shall include the Company Name, Address, Contract and Government Entity (CAGE) code, and System for Award Management (SAM) / Unique Entity ID (UEI) number. The cover letter shall identify the name, address (if different from the company address), telephone number and e-mail address of the individual authorized to provide clarifications and have communications with the Government. Cover letters shall state offer validity at least 90 days from the date of submittal and shall provide a statement specifying the extent of agreement with terms, conditions, provisions, and representations and certifications included in the solicitation. Note: All proposal preparation costs will be the sole responsibility of the Offeror. The Government will not reimburse any firm for their proposal preparation costs.

(a) Cover letters shall indicate receipt of all solicitation amendments by incorporating one copy of each Standard Form 30 or by listing each solicitation amendment. The cover letter may include any other information required for compliance with the solicitation but not specified for inclusion in a proposal volume.

(b) Required Documents (Cover Letter Attachment.) Attach the completed FAR and DFARS Provisions identified (in full text) in the solicitation to include 52.212-3 completed in its entirety.

the submitted provisions shall be signed and dated by an official authorized to contractually oblige the Offeror. Attach Statement regarding Potential Organizational Conflicts of Interest or OCI Mitigation Plan (if applicable).

(c) The cover letter and cover letter attachment have no page limit.

(4) Proposal Preparation Instructions.

(a) VOLUME 1 – FACTOR 1 - TECHNICAL CAPABILITY: Limited to no more than 35 pages. The technical capability volume shall specifically address each of the Factor 1 - Technical Capability Subfactors listed below:

Volume 1 – Factor 1 - Technical Capability – 35 Pages:

Subfactor 1: Technical Approach

i. Objective Accomplishment - 25 Pages

Subfactor 2: Statement of Work – 10 Pages

Factor 1: TECHNICAL APPROACH – Required submissions:

1) Subfactor 1: Technical Approach Narrative:

The Technical Approach Narrative, not to exceed twenty-five (25) pages, shall describe the capability of the Offeror’s organization to satisfy the requirements of this solicitation, Data Governance: Advancing a VAULTIS-Guided Framework for Healthcare and Readiness. The proposal shall be prepared simply and economically, providing a straightforward and concise delineation of the Offeror’s ability to satisfactorily perform the contract.

The Technical Approach shall not merely restate or paraphrase the Statement of Objectives (SOO); rather, the Offeror shall outline its actual approach, including supporting rationale and justification, tools, work processes, methodologies, and expected outcomes. Repeating the SOO requirements without sufficient elaboration is not acceptable.

The Government shall not infer or assume any capability, method, or technical approach that is not fully described within the submitted technical proposal.

The Offeror shall describe its technical approach how it will perform the following five technical requirements, which the Government has determined to be most important.

1) Comprehensive Baseline Data Inventory

2) Interim Centralized Repository Setup

3) Analysis of Alternatives (AoA) for DHA Enterprise Data Catalog (DHA-EDC)

4) Automated Metadata Harvesting and Documentation

5) Self-Service Portal Usability Evaluation

The Offeror shall provide a clear, specific, and detailed description of how each factor above will be achieved, including:

• methods, tools, and processes;

• sequencing and integration of activities;

• anticipated challenges and proposed mitigations; and

• expected outcomes and proposed value to DHA.

2) Subfactor 2: Statement of Work:

The Offeror shall prepare a Statement of Work (SOW), not to exceed ten (10) pages, describing how all Objectives will be accomplished. The SOW shall provide sufficient detail to demonstrate the Offeror’s understanding of the required tasks, methodologies, and planned execution approach.

The SOW shall:

1. Describe in detail how each Objective in the SOO will be executed, including methods, processes, tools, and rationale.

2. Identify clear timelines (Not to exceed 1 year), milestones, and sequencing for all major activities.

3. Organize each proposed task and sub-task so it aligns directly to the numbered Objectives in the SOO.

4. Address Objectives 1 through 7 as part of the base effort, and

5. Address Objectives 8 and 9 separately, as these correspond to Optional

CLINs, which may or may not be awarded depending on funding availability.

If funding becomes available, all objectives must be completed within the same year as Objectives 1-7.

The SOW shall not merely restate or paraphrase the SOO. The Government shall not infer or assume any capability, method, or technical approach that is not fully described within the submitted SOW.

(b) VOLUME 2: FACTOR 2 – PAST PERFORMANCE QUESTIONNAIRES: Limited to no more than twelve pages (12) pages. Note: The Past Performance Questionnaire (PPQ) is three (3) pages allowing for no more than one (1) page of additional comments per reference, if applicable.

Volume 2 shall not include information related to the proposed price. This volume shall include the following information:

1) References. The Offeror can submit no more than three (3) Past Performance references, or PPQs. These references may be those of the Offeror. All three (3) references must be from the prime Offeror, or otherwise defined below in paragraph (6). The work covered by any Past Performance reference may have been with Federal, State, City agencies and/or commercial customers. Although not required, recent and relevant experience or Past Performance with DoD, DHA or a military health system is preferred and could be used as a discriminator in source selection if determined to be Relevant or higher.

**REQUIRED: If the prime Offeror cannot submit at least two (2) references, a detailed explanation must be provided as to why the Offeror cannot submit them.

2) If no PPQs are provided, the Government will pull CPARs on the Contractor.

Recent CPARs will be pulled for the prime Offeror where the Offeror performed as a prime contractor within the last three (3) years from release of this solicitation, including efforts currently being performed. Relevant is defined as work similar in size, scope, and complexity of the work described in the SOO and which demonstrates the Offeror’s ability to perform the effort proposed. Quality of Performance refers to how well the Offeror performed on past contracts.

3) Past Performance Evaluation Definitions. Recent is defined as contracts/orders where the Offeror performed as a prime contractor within the last three (3) years from release of this solicitation, including efforts currently being performed. Relevant is defined as work similar in size, scope, and complexity of the work described in the

SOO and which demonstrates the Offeror’s ability to perform the effort proposed.

Quality of Performance refers to how well the Offeror performed on past contracts.

4) Reference Content. It is the Offeror’s responsibility to provide valid, current, and verifiable information. Each submission of Past Performance information shall include the following:

• Project title

• Description of the project

• Cage Code under which work was completed

• Name of Prime that performed work, if applicable

• Government Agency or Organization name that contracted for the performance

• COR’s name, address, and phone number (Person responsible for acceptance and verifying compliance)

• Contracting Officer’s name, address, and phone number

• Contract Number and, if applicable, Task Order Number

i. Current status, e.g. completed and/or if in progress, work start and estimated completion dates

ii. Dollar value and type of contract

iii. SOO paragraphs that the reference applies to

iv. A narrative of why you deem the reference relevant to this effort

For each Past Performance record submitted, the Offeror should fill out the PPQ, Section J- Attachment 4 titled, Past Performance Questionnaire (PPQ), from the beginning of the questionnaire to the end. The Offeror must transmit the PPQ to their Reference (person responsible for acceptance of performed services who can verify compliance), for completion by the Reference, of Part 2 of the PPQ. The Reference must then submit each PPQ via email, directly to the Government POC(s) listed in the PPQ. A PPQ submitted directly by the Offeror to the Government POC(s), or reference information provided by or for POCs who work directly for your company, or indirectly (i.e. in a prime or subcontractor relationship), will NOT be considered relevant. All PPQs are due to the DHA POC(s) listed on the PPQ Attachment, by the offer due date and close time listed in Block 8 of Page 1 of the solicitation or of the most recent amendment, if amended. It is the Offeror’s responsibility to ensure PPQs are received by the Government.

5) Past Performance Information from Other Sources. Recent CPARs will be pulled for the prime Offeror where the Offeror performed as a prime contractor within the last three (3) years from release of this solicitation, including efforts currently being performed. Relevant is defined as work similar in size, scope, and complexity of the work described in the SOO and which demonstrates the Offeror’s ability to perform the effort proposed. Quality of Performance refers to how well the Offeror performed on past contracts. The Government may also seek and consider additional past performance information obtained through other sources and utilize that information in determining the Performance Confidence Assessment Rating. These sources include but are not limited to: Contract Performance Assessment Reporting System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic

Subcontract Reporting System (eSRS), or other databases; the Defense Contract Management Agency; and interviews with Program Managers, Contracting Officers, and Fee Determining Officials.

6) Use of Affiliates, Teaming Partners, and Joint Ventures and Past Performance Submissions Past Performance Questionnaires (PPQs): Offerors may submit up to two (2) PPQs from the Prime and one (1) PPQ from a proposed subcontractor or teaming partner.

*Note: Reference FAR 52.219-14, Limitations on Subcontracting, regarding the percentage of work that must be performed by the Prime.

• Offerors must also provide a tabbed breakout (in the excel pricing sheet) showing that the subcontractor is performing 50% of the total annual contract value for the year.

• If an Offeror submits a subcontractor or teaming partner PPQ, the Government must be able to validate (in the excel pricing sheet) that the subcontractor or teaming partner will perform at least 50% of the total annual contract value. If the Government cannot validate this level of participation, the PPQ will not be evaluated.

• Affiliate companies, sister companies, teaming arrangements, joint venture agreement, etc., will be considered provided that sufficient documentation is included in the proposal. The primary offering entity must demonstrate that the affiliate will perform significant and critical aspects of the contract, if awarded.

o Documentation includes a copy of the signed arrangement such as documented affiliation, a copy of the teaming agreement, a copy of the joint venture agreement, etc.

(c) VOLUME 3: FACTOR 3 – PRICE: Unlimited pages.

1) Price shall be submitted by the Offeror separately as Volume 3 and will be evaluated independently from the non-price factors. Volume 3 must provide the breakdown of prices at a level of detail to conduct meaningful price analysis.

Additionally, the price proposal shall identify the location where Proposed Personnel will be performing their duties and indicate which positions are on-site (Government/Company), or hybrid/telework or fully remote positions. All pricing information must be included only in Volume 3.

Under no circumstances shall any pricing, rate, or cost information appear in any other volume. The offer shall include a completed pricing sheet labeled “Pricing Sheet” as an unlocked and editable Microsoft Excel worksheet. (Refer to Attachment 5, Suggested Pricing Format. The offeror’s prices shall NOT include any assumptions that alter the terms, provisions, or CLIN structure of this solicitation. The Government reserves the right to not accept deviations, exceptions, or conditional assumptions taken to the requirements of the solicitation. Note that any deviations, exceptions, or conditional assumptions taken to the requirements of the solicitation will render the offer UNACCEPTABLE.

**REQUIRED: The priced offer must include a supporting rationale/detailed basis of estimate for the offered prices (may be provided as a separate pricing volume in MS Word or in a separate tab in the pricing worksheet).

2) Pricing for Proposed Teams (Blended Rates Requirement):

• If multiple team members are proposed within the same labor category and CLIN, the Offeror must submit a single blended labor rate for that category /CLIN.

• The blended rate shall be calculated by weighting each team member's rate by their proposed level of effort.

• The Government will not accept multiple iterations of pricing under the same CLIN (e.g., four separate rates from four team members).

• Instead, pricing shall be presented cohesively in a single editable Microsoft Excel spreadsheet (such as in Solicitation HT001126RE011 Attachment 5, Suggested Pricing Format with one line per CLIN containing the following four columns:

i. Labor Category

ii. Blended Sell Labor Rate

iii. Hours

iv. Calculated Amount

Any supporting details or calculations-such as team member weighting, teaming workshare percentages, discounts and underlying rate detail/buildup (indirect rate and fee applications) may be shown in a separate tab or table within the same Excel file as consistent with guidance as Solicitation HT001126RE011 Attachment 5, Suggested Pricing Format

3) Complete all the CLINS in the SF1449 Continuation Sheet Schedule, to include all

Optional CLINs. All priced CLINs shall provide pricing detail on labor rates, hours, and rate buildup.

4) The Offeror shall submit a price narrative (in searchable PDF format) and a pricing spreadsheet (in Excel format inclusive of formulas). Each Offeror’s pricing spreadsheet shall be consistent with the Government’s Suggested Pricing Format.

All proposed prices shall be inclusive of all costs to successfully perform the requirements of this SOO. Labor category and rate information shall be provided as follows:

a) The Government requests all spreadsheets to be provided in Excel format containing formulas that can be manipulated and that have been verified for correct mathematical computations. A zero-dollar figure in the proposal means that the line item shall be provided at no charge to the Government. The cost/price portion of the proposal should include at a minimum, the following information as applicable:

1. Detailed Breakout - The backup for proposed labor prices should be broken out by appropriate labor category, and CLIN (i.e., CLINs for base and optional should be broken out separately).

2. Labor - Provide a spreadsheet including labor categories, labor hours and labor rates by CLIN. Provide backup in the narrative portion of the price proposal that includes basis of estimates with regards to the rationale for proposed labor hours and mix. All labor rates shall be rounded to the nearest dollar. Provide actual or anticipated place of performance for Proposed Personnel positions and/or individuals and indicate which positions are remote or telework, if applicable.

3. Subcontracted Labor/Teams and joint ventures. See (2) above

4. The negotiated prices will become fixed prices on the contract.

5. If applicable, the Offeror shall comply with FAR 52.219-14 Limitations on

Subcontracting (Deviation 2021-O0008) under Section I, should the proposal submission meet the criteria of the provision.

(End of Addendum to 52.212-1)