Atch 02 Instructions to Offerors.pdf

FA9101-23-R-B018

AUTOMATED FLIP TOWER

SECTION L – INSTRUCTIONS TO OFFERORS

FA9101-23-P-B

Attachment 4

PROVISION L001 - INSTRUCTIONS

1.0. General Instructions

1.1. The Offeror's proposal must include all data and information requested by this Instruction to Offerors (ITO) and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Technical Requirements and Statement of Objectives. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

1.2. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the Offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the Offeror's proposal.

1.3. Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

1.4. The Offeror shall make a clear statement in the proposal documentation volume that the proposal is valid for at least 60 days.

1.5. In accordance with FAR subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the Offeror requests otherwise, the Government will destroy extra copies of unsuccessful proposals.

1.6. Proposals should be submitted electronically to the contract specialist Mr. Brett Moore, brett.moore.6@us.af.mil and the contracting officer, Ms. Tyler Payne, tyler.payne.9@us.af.mil by 1300 MDT on 21 July 2023.

2.0. General Information

2.1. Point of Contact

The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the CO at the address located in Section A of the solicitation.

2.2. Budget/Funding Information

The Government estimate for the prime contract work is $8.7M for the scope of work defined in the solicitation

2.3. Debriefings

The CO 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.

mailto:brett.moore.6@us.af.mil mailto:tyler.payne.9@us.af.mil file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b15505

Offerors excluded from the competitive range may request a pre-award debriefing at the time of elimination or they may request the debriefing be delayed until after the source selection decision. Offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful Offerors remaining in the competitive range of the source selection decision in accordance with FAR 15.506. Upon notification, unsuccessful Offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

2.4. Discrepancies

If an Offeror believes that these instructions contain an error, omission, or are otherwise unsound; the Offeror shall immediately notify the CO in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

2.5. Electronic Reference Documents

All referenced documents for this solicitation are available on SAM.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.6. Communications

Exchanges of source selection information between Government and Offerors will be controlled by the CO. E-mail may be used to transmit information to Offerors only if the e-mail can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line. Otherwise, source selection information will be transmitted via DoD SAFE.

2.7. Organization/Number of Copies/Page Limits

The Offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 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 and with the number of copies as specified in Table 1. The contents of each proposal volume are described in the ITO paragraph as noted in the table below:

Table 1 - Proposal Organization

Volume ITO Paragraph Number

VOLUME TITLE Electronic copies

Page Limit

I 3.0 Executive Summary 1 10 Pages II 4.0 Technical Volume 1 100 Pages III 5.0 Past Performance 1 3 contract citations IV 6.0 Price 1 N/A V 7.0 Administrative/Contract Documentation 1 N/A file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b15506 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/Far02.doc#T2101 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR03.DOC#b3104

2.7.1. Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and excess paper copies will be returned to the Offeror as soon as practical. In addition, the Government may set page limitations may on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the Offerors.

2.7.2. Page Size and Format

(a) Pages shall be typed with 1.5 line spacing. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12-point. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and ¾-inch side margins. Pages shall be numbered sequentially by volume. These page size and format restrictions shall apply to responses to ENs as well. These limitations shall apply to both electronic and hard copy proposals.

(b) Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. For tables, charts, graphs, and figures, the text shall be no smaller than 12-point. guidelines stated in this paragraph applies to both the proposal and any ENs.

2.7.3. Pricing Related Data

All pricing data shall be addressed ONLY in the Price Proposal and Contract Documentation Volumes. Cost trade-off information, work-hour estimates, and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or design and trade-off decisions.

Pricing data provided in electronic format shall be in Microsoft Office Word or Excel. Protected cells shall not be used and the formulas used in the calculations shall be accessible.

2.7.4. 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 a minimum of cross-referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume may be assumed to have been omitted from the proposal.

Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

The Offeror shall provide a Solicitation Cross Reference Matrix (Attachment 2) indicating by ITO, Requirements Document, and the corresponding proposal paragraph in that section which addresses the referenced item.

2.7.5. Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.7.6. Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used with an explanation for each. Glossaries do not count against the page limitations of their respective volumes.

2.8. Electronic Offers

Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office Word 2007/2010, MS Office Excel 2007/2010, MS Office Project 2007/2010, and MS Office Power Point 2007/2010 or Adobe Acrobat, as applicable.

2.9. Distribution

Proposals should be emailed to Mr. Brett Moore at brett.moore.6@us.af.mil.

3.0. Volume I - Executive Summary

In the executive summary volume, the Offeror shall provide a brief/concise summary of the proposal material and include a master table of contents (not included in the page count) detailing the entire layout/structure of the proposal.

3.1. Narrative Summary

The narrative summary of the entire proposal should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding price. The salient features should tie in with Section M evaluation factors/subfactors. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

3.2. Table of Contents

Include a master table of contents of the entire proposal (not included in the page count).

4.0. Volume II - Technical Volume

In the technical volume, address your technical solution for meeting or exceeding the Government’s minimum performance requirements. The contractor should certify that they will adhere to the totality of the requirements stated in the requirements document.

4.1. General

All requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation.

4.2. Format and Specific Content

4.2.1. Volume Organization

The Technical volume shall be organized according to the following general outline:

(1) Table of Contents

(2) List of Table and Drawings

(3) Glossary

(4) Technical Proposal

4.2.2. Technical Proposal.

Each Offeror shall submit its technical solution and conceptual design. The proposal shall be clear and concise with clearly annotated references to supporting details. The Offeror shall address each requirement in the Requirements Document, see Attachment 1.

5.0. Volume III - Past Performance

5.1. General

Each Offeror shall submit a past performance volume with its proposal, containing past performance information. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and data obtained from other sources in the evaluation of past performance.

Along with the information required in this paragraph, the Offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of Offeror’s adverse past performance information. For each identified effort for a commercial customer, the Offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the Offeror's performance.

5.2. Recent and Relevant Contracts

Relevant is defined as performance of efforts that involved similar scope as described in the requirement document and magnitude of effort and complexities this solicitation requires, including safety and security requirements, contract type, contract environment, subcontractor interaction and price. Relevant contracts must include experience and expertise in activities that may include concrete, towers, sidewalks, pavements, buildings and other structures. Offeror’s past performance may address experience in excavating and grading.

Submit Past Performance Information on up to three recent contracts that you consider most relevant in demonstrating your ability to perform the proposed effort. Recent performance is defined as work that is on-going or has been completed within the last four years from the date of issuance of this solicitation. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Section M, provision M002 - Evaluation Factors, Past Performance Factor. Include rationale supporting your assertion of relevance.

5.2.1. Specific Content

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 conducted. This may include a discussion of efforts accomplished by the Offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Having problems does not automatically equate to a limited or no confidence rating, since the problems encountered may have been on a more complex program; or an Offeror may have subsequently demonstrated the ability to overcome the problems encountered. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This may allow the Offeror to be considered a higher confidence candidate. For example, submittal of quality performance indicators or other management indicators that clearly support that an Offeror has overcome past problems is beneficial. Categorize the relevant information into the appropriate Technical subfactor and Price factor used to evaluate the proposal.

5.2.2. Organizational Structure Change History

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

6.0. Volume IV - Price

6.1. General Instructions

6.1.1. Price Reasonableness

This section is to assist you in submitting data other than certified cost or pricing data that is required to evaluate the reasonableness of your proposed price. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal.

6.1.2. Price Data

Data beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your 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 Price Volume. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

6.1.3. Price Data Requirements

In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified pricing data may be required to support a determination of price reasonableness. Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the Offeror shall be required to submit additional pricing data.

6.1.4. Rounding

All dollar amounts provided shall be rounded to the nearest dollar (any remainder equal to or over $0.50 shall be rounded up, under $0.50 shall be rounded down).

6.1.5. Unbalanced Pricing

Unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal. An offer should be sufficiently detailed to demonstrate its reasonableness.

The burden of proof for credibility of proposed prices rests with the Offeror.

6.2. Volume Organization

The Price volume may consist of the following sections:

SECTION 1 - Table of Contents; summary descriptions of estimating, purchasing, and accounting systems.

file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154031 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154033 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154035 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154031 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154031

SECTION 2 - Data other than certified cost or pricing data, to include estimating methodology similar to the example below.

Pricing may be presented in the following format:

CONTRACT

LINE ITEM

NUMBER (CLIN)

DESCRIPTION

Target Flip System

SOURCE PRIME/

SUBCONTRACTO

R

BASIS OF

ESTIMATE

FY23 FY24 FY25 TOTAL

PRICE

0001 Design

Foundation Labor Foundation Materials Towers Labor Towers Materials Rotational Arm Labor Rotational Arm Materials Power/Lighting Labor Power/Lighting Materials Miscellaneous Profit

0002 CONSTRUCTION

Foundation Material Foundation Labor Towers Material Towers Labor Rotational Arm Material Rotational Arm Labor Power/Lighting Material Power/Lighting Labor Miscellaneous Profit

0003 TRAINING AND

DOCUMENTATION

Training Material Training Labor Documentation Manuals/Reports Miscellaneous Profit Total Evaluated Price

SECTION 3 - Other information such as long lead costs and life cycle costs. List each exception to the ground rules and assumptions provided in the solicitation and each qualification of the Price volume, if any. Provide complete rationale for any exceptions.

7.0. Volume V - Contract Documentation

7.1. Model Contract/Representations and Certifications

Completed representations, certifications, acknowledgments, statements and current data in the SAM database.

7.1.3. Section F - Deliveries or Performance

Proposed Delivery Schedule. The Offeror shall propose the delivery dates providing a detailed delivery/performance schedule. The proposed schedule is subject to the following guidance:

1) Identify any modifications that will be required to install the equipment (electrical modifications, etc.)

2) Any modifications must be coordinated with the Government (facility modifications will require USAF and Civil Engineering approval)

3) Identify on the schedule the estimated electrical connection timeframe

7.1.7. Section K - Representations, Certifications, and other Statements of Offerors Completed representations, certifications, acknowledgments, statements and current data in the SAM database.

7.2. Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Offerors must clearly identify any exception to the solicitation’s terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 7.1.

Table 7.1. - Solicitation Exceptions EXAMPLE

Solicitation Document

Page/ Paragraph

Requirement/ Portion Rationale

SOO, SPEC, Model Contract, ITO, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

7.3. Other Information Required

7.3.1. Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can contractually obligate your company. Also, identify those individuals authorized to negotiate with the Government.

7.3.3. Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code;

TIN; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s). List all locations where work is to be performed and indicate whether the facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

7.3.4.1. GFP and/or Base Support Requirements

An Offeror who proposes using GFP in its solution shall provide detailed methodology and engineering analysis to determine that the equipment is suitable for the expanded service loads, speeds, and use.

If an Offeror requires the use of Government furnished items, the Offeror shall provide a listing including quantity, federal stock number, nomenclature, date needed, and duration of availability, rental value per FAR subparts 45.1 and 45.2, reason for need, and cross reference to cost/price volume paragraphs which pertain to GFP and/or base support. The Offeror shall also provide the written authorization from the cognizant ACO, as applicable. The Offeror shall supply this information in the format shown in Table 7.2. The Government makes no claims or assertions as to the remaining life or quality of any parts. The items would be available “as-is.”

Table 7.2. - Required Information for Using GFP/Base Support EXAMPLE

Quantity

Federal Stock #

Nomen-clature

Duration of Need

Rental Value

Reason for Need

Cross Ref. to Price Proposal

2 EA FS156-09-234 ACG-1372

Time Counter

1 Oct 22 - 30 Dec 23

$1,000 Needed to calibrate our 5 MHz/1pps SATCOM simulator offset

Volume IV, pages 23 – 27, paragraphs A-C

7.3.4.2. Associate Contractor Agreements

Include Associate Contractor Agreements, if applicable.

file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR45.doc#s451 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR45.doc#s452

6.2. Volume Organization