Atch 16 - 52.212-1 Instructions.pdf

FA9401-24-R-0002

Attachment 16

ADDENDUM TO FAR 52.212-1, Instructions to Offerors – Commercial Items

Addendum to FAR 52.212-1(c), Period of Acceptance of Offers. This paragraph is tailored as follows: The offeror agrees to hold the prices in its offer firm for 180 days from the date specified for the receipt of offers.

Addendum to FAR 52.212-1(e), Multiple Offers. This paragraph is tailored as follows: Multiple proposals from the same offeror will not be accepted.

1.1. GENERAL INSTRUCTIONS

This section provides general guidance, as well as specific instructions on format and content for preparing proposals for the Base Supply acquisition. Each offeror’s proposal must include all data and information requested by this Information to Offerors (ITO) and must be submitted in accordance with these instructions. Each offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Contract Data Requirements List (CDRL), and Model Contract (SF 1449 included in RFP). Compliance with these instructions is mandatory and failure to furnish a complete proposal at the time of proposal submission may result in the proposal being unacceptable to the Government and may eliminate the offeror from further consideration for award.

It is the offeror’s responsibility to ensure the completeness of the proposal submitted. 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. Proposals that simply reiterate the contents of this solicitation, or contain only superficial responses, may be considered unacceptable and ineligible for award. Evidence of experience, capability, and qualifications that clearly demonstrate and support the offeror’s claims are essential. Offerors shall assume that the Government has no prior knowledge of their experience and will base its evaluation on the information presented in the offeror’s proposal. Evaluation of a proposal will be conducted solely on the basis of the information contained within it and the Government will not assume that an offeror possesses any capabilities not specified.

Inconsistencies among the parts of each proposal shall be explained. Any unexplained inconsistency may raise a fundamental question of the offeror’s understanding of the requirement and/or ability to perform. Offerors are advised that their proposals are presumed to represent their best efforts and most complete responses to this solicitation.

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, at the completion of this acquisition the Government will destroy all extra copies of proposals and additional documents submitted.

1.1. General Information.

1.1.1. Points 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 following:

Contract Specialist: Zachary Laurenz (zachary.laurenz.1@us.af.mil) Contracting Officer: Katherine Parker(katherine.parker.2@us.af.mil)

1.1.2. 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. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.503. Upon such notification, unsuccessful offerors may request and receive a debriefing in writing or orally. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR

15.505 or 15.506, as applicable.

1.1.3. Discrepancies. If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale, as well as the remedies the offeror is asking the CO to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion in accordance with FAR 52.212-1(g). This reservation to award without discussion also includes matters of addenda or substitute pages of the initial proposal.

1.1.4. Electronic Reference Documents. All referenced documents for this solicitation are available on Contract Opportunities website at http://www.sam.gov.

1.1.5. Oral Presentations. The Government shall not accept oral presentations in response to this solicitation.

1.1.6. Communications. Exchanges of source selection information between Government and offerors will be controlled by the CO. Email may be used to transmit such information to offerors only if the email can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line. In addition, Source Selection information may also be transmitted via standard email to the email addresses listed in 1.2.1.

1.1.6.1. Questions. Offerors are requested to submit questions to the points of contact noted in 1.1.1 no later than 3:00 p.m. MST on 9 February 2024. All appropriate questions will be answered via http://www.sam.gov.

1.1.6.2. Site Visit. A site visit will be held on Kirtland Air Force Base on 1 February 2023 at 9:00 a.m. MST. If interested in attending the site visit, please notify the points of contact in

1.1.1 no later than 3:00 p.m. MST on 23 January 2024. In this notification, please provide the names of all attendees interested in attending the stie visit. Each offeror is limited to three attendees.

2.0 PROPOSAL FORMAT AND PREPARATION INSTRUCTIONS

2.1. Proposal Format. In order to maximize efficiency and minimize the time for proposal evaluation, the proposal shall meet format requirements. The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.1 below). The contents of each proposal file are described in the ITO paragraph as noted in the table below:

Table 2.1 – Proposal Organization Table Volume ITO Para. Volume Title Copies Page Limit

I 3.0 Executive Summary

1 electronic copy (PDF) 5

II 4.0 Technical 1 electronic copy (PDF) See page limit for each subfactor

II.1 Logistics Support Services

Subpart of Technical Volume 30

II.2 Staffing Plan Subpart of Technical Volume 10

II.3 Mission Essential Services Plan

Subpart of Technical Volume 15

III 5.0 Past Performance

1 electronic copy (PDF) No more than 3 citations

(5 pages per citation)

IV 6.0 Price 1 electronic copy (PDF) N/A

V 7.0 Contract Documentation

1 electronic copy (PDF) No limit

2.1.1. 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. Page limitations may be placed 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. In addition, the following will also not be counted in the maximum page limits: blank pages, title pages, table of contents, tabs, dividers, glossaries, and indices.

2.1.2. Text. Text type shall be Times New Roman. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12-point with normal proportional spacing. Text lines to include all tables, charts, graphs, and figures, shall have 1.5-line spacing. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software.

2.1.3. Page Size. A page is defined as each face of an 8 ½ x 11-inch sheet of paper containing information (excludes such things as blank pages, title pages, table of contents, tabs, dividers, glossaries, and indices). Page margins shall be a minimum of 1-inch each for the top, bottom and sides. All material must be contained within the page limit identified for each volume or appendix.

2.1.4. Tables, Charts, Graphs, and Figures. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and/or task layout, schedules, plans, etc. These displays shall be legible, easily understood by a reasonable person, and shall not exceed 8 ½ x 14 inches in size when printed. Foldout pages shall fold entirely within the volume and count as two pages. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, and not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than Times New Roman 10 point. All tables, charts, graphs and figures will be included in the page count. Any tables, charts, graphs and/or figures containing smaller than Times New Roman 10-point font will be disregarded. Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

2.1.5. Pricing Information. All pricing information shall be addressed separately. Offerors shall be disqualified from consideration for contract award if pricing information is located in any other volume.

2.1.6. Classified Information. Proposals shall not contain any classified information. Any proposal containing classified information shall be disqualified from consideration for contract award.

2.1.7. Glossary of Abbreviations and Acronyms. 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.

2.1.8. Distribution. Proposals are due on the date and time specified on the Standard Form 1449, Block 8, and shall be submitted in accordance with the instructions herein. Offerors shall submit proposals via email to the points of contacts identified in 1.1.1.. A list of attachments shall be included in the body of the email when submitting proposals. Ensure each proposal is properly marked “Source Selection Information--See FAR 2.101 and FAR 3.104.” Proposals received after date and time listed in Block 8 may be rejected. The CO will promptly notify the offeror its proposal was received late and whether the proposal will be considered. It is the offeror’s responsibility to confirm the Government received the proposal.

3.0. VOLUME I – EXECUTIVE SUMMARY

3.1. Narrative Summary. Each offeror shall provide a narrative summary of their entire proposal. The summary 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 the FAR 52.212-2 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. The offeror shall include a master table of contents of the entire proposal.

4.0. VOLUME II – TECHNICAL

4.1. General. The Technical volume shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The Technical volume shall be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated in accordance with FAR 52.212-2, Evaluation—Commercial Products and Commercial Services. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the requirement. All the 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 and Performance Work Statement. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation. Technical proposals that simply reiterate the contents of this solicitation, or contain only superficial responses, may be considered unacceptable and ineligible for award.

Each offeror shall address the technical solution for meeting or exceeding the Government’s minimum performance or capability requirements.. For each subfactor, the offeror shall identify risks, if any, associated with the proposed approach and actions the offeror will take to mitigate the identified risks. If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach.

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 Tables and Figures

3) Glossary

4) Cross Reference Matrix

5) Subfactor 1: Logistics Support Services

6) Subfactor 2: Staffing Plan

7) Subfactor 3: Mission Essential Services Plan

4.2.2.1. Subfactor 1: Logistics Support Services (30 page limit)

Each offeror shall submit a Logistics Support Services Plan that describes an acceptable approach for meeting all requirements of the following critical areas:

Individual Protection Equipment Element (IPE). The approach must demonstrate the method for managing Small Arms and a Light Weapons (SA/LW) secured vault as described in PWS 2.13 and 2.14. The IPE approach must address the following key areas:

A description of how the offeror will ensure 100% Positive Control of firearms

The method for ensuring that personnel are fully qualified on Arming Procedures and how the offeror intends to maintain these qualifications and proficiency based on requirements listed in PWS 2.14

The methods and procedures to issue and return deployment weapons

Equipment Accountability Element (EAE). The approach must demonstrate the equipment management processes and responsibilities as described in PWS 2.6. The EAE approach must address the following key areas:

Approach to inventorying equipment maintained on Custodian Authorization/Custody

Receipt Listing (CA/CRL)

Description of Date of Last Inventory (DOLI) procedures as it pertains to

Equipment/Details, including the process of updating and managing the equipment details

Description of surveillance methods, accountability, discrepancy reporting process and report follow-up

Discussion of tracking of all other accountable assets not listed on CA/CRL in possession of responsible organizations

Nuclear Weapons Related Materials (NWRM). The approach must demonstrate the method to NWRM processes and responsibilities as described in PWS paragraph 2.16. The NWRM approach must address the following key areas:

Detail Transactions processes required to Issue, Turn-in, Ship, and Receipt NWRM

Handling and Storage of NWRM assets

4.2.2.2. Subfactor 2: Staffing Plan (10 page limit)

Each offeror shall submit a Staffing Plan that demonstrates the Offeror’s approach to recruit, retain, and replace personnel to ensure full range of services in support of all requirements defined in the PWS. The Staffing Plan must establish the Offeror’s demonstrated understanding of the PWS requirements and include justification for the proposed labor categories, experience, and security clearance levels.

The Staffing Plan must address the following key areas:

The proposed lines of authority and organizational chart (PWS para. 1.1.6)

The Offeror’s plan for the recruitment of initial hires and replacement employees within

30 days of vacancy (PWS para. 1.1.7)

A description of standards for hiring that demonstrates how the Offeror determines candidates are qualified (PWS para. 1.1.7)

Signed letters of intent for the key personnel positions IAW the requirements listed in

PWS para. 1.1.9. The letters of intent do not count against the 10-page limit for this subfactor.

Each offeror shall also submit a table that demonstrates their proposed labor categories and the associated number of Full Time Equivalent (FTE) employees for each labor category. Note that cross-utilization of personnel shall not be used as a means of providing daily services or long-term staffing IAW PWS para. 1.1.6. The table does not count against the 10-page limit for this subfactor.

4.2.2.2. Subfactor 3: Mission Essential Services Plan (15 page limit)

Each offeror shall submit a written plan describing how it will continue to perform the essential contractor services during periods of crisis. The plan must address the minimum requirements identified in DFARS provision 252.237-7024, Notice of Continuation of Essential Contractor Services to include identifying:

Provisions made for the acquisition of essential personnel and resources, if necessary, for continuity of operations for up to 30 days or until normal operations can be resumed

Challenges associated with maintaining essential contractor services during an extended event, such as a pandemic that occurs in repeated waves

The time lapse associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site

The components, processes, and requirements for the identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home

Any established alert and notification procedures for mobilizing identified “essential contractor service” personnel

The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis.

5.0 VOLUME III - PAST PERFORMANCE

5.1 General. Each offeror shall submit a past performance volume containing past performance information in accordance with the format described in this section. This information is required for the offeror and all subcontractors, teaming partners, Joint Venture partners, and/or Mentor Protégé partners who are critical to the overall successful performance of the contract.

If applicable, the offeror shall submit a consent letter executed by each Joint Venture partner/Mentor Protégé partner/Teaming partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information (See Attachment 19).

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 (See Attachment 20). 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.

5.2. Past Performance Format. The requested present and past performance information shall be provided in a separate volume. A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and critical subcontractor (nature of work and percentage of overall work). Summary page information must clearly communicate how proposed subcontractor(s) are critical to the overall successful performance of the contract.

5.2 Past Performance Information for Relevant Contracts. Submit information in accordance with Attachment 18, Past Performance Information, on no more than three (3) active or completed contracts (with at least 6 months of performance history) in the past five

(5) years from the issuance date of the RFP that you consider most relevant in demonstrating your ability to perform the proposed effort. Include rationale supporting your assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see FAR 52.212-2, Evaluation addendum (Attachment 17).

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 relate.

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.

Merely having problems does not automatically equate to a limited or no confidence rating, since the problems encountered may have been on a more complex project, 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. Submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems is required.

Offerors are also required to address their compliance with FAR 52.219-8, Utilization of Small

Business Concerns, if this clause was contained in the contract. Please note that FAR 52.219-8 does apply to ALL businesses. When subcontracting possibilities existed on the contracts submitted by the offeror, address whether or not the offeror awarded subcontracts to small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance. If none of the submitted contracts included these clauses, whenever subcontracting possibilities existed in the performance of these contracts, address whether or not it was the offeror’s policy to utilize small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance.

5.2.2. Follow-up Conversations. The Government may conduct follow-up conversations with any of the points of contact identified in offeror’s Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out questionnaires and/or through other sources, other than those listed within the Past Performance volume.

6.0. VOLUME IV – PRICE

6.1. General Instructions. This section is to assist you in submitting the price proposal that is required to evaluate the reasonableness and of your proposed price. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal.

6.1.1. SF 1449. The Total Evaluated Price calculation specified in FAR 52.212-2, Evaluation will utilize the Contract Line Item Numbers (CLINs) prices and quantities identified in Schedule B of the SF1449. Offerors are advised to round both the unit price and the total extended price to the nearest dollar.

6.2. Price Reasonableness. The offeror’s price proposal will be evaluated to ensure it is fair and reasonable pursuant to FAR 15.404. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay in the conduct of competitive business.

Offers should be sufficiently detailed to demonstrate their reasonableness.

6.3. Unbalanced Pricing. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more line items is significantly over or understated as indicated by the application of cost or price analysis techniques. Unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. The burden of proof for credibility of proposed prices rests with the offeror.

6.4. Adequate Price Competition. The CO has determined that there is a high probability for adequate price competition for this acquisition. Upon examination of the initial offers, the CO will re-assess this determination and if adequate price competition still exists, no additional data will be required. However, if at any time the CO determines that adequate price competition does not exist, offerors may be required to submit supplemental other than certified cost/price data to the extent necessary for the CO to determine that proposed prices are fair and reasonable. If in the event additional other than certified cost/price data is required, it is imperative that offerors provide sufficient detail and supporting rationale to demonstrate reasonableness. The burden of proof for credibility of proposed prices rests solely with the offeror.

6.5. New Mexico Gross Receipts Tax (NMGRT). NMGRT may be applicable to the proposed effort. For assistance in determining the extent to which NMGRT may apply and applicable rates, contact the New Mexico Taxation and Revenue Department, 5301 Central Ave., NE, PO Box 8485, Albuquerque NM 87198, (505)841-6200,

6.7 Collective Bargaining Agreement. This acquisition is subject to a Collective Bargaining Agreement. Please see Attachment 13.

6.8. Service Contract Labor Standards. The offeror and any subcontractor(s) shall be responsible for ensuring compliance with the Service Contract Labor Standards (SCLS) for all applicable labor categories.

6.9. Subcontractors. Each offeror shall identify all proposed subcontractors. In accordance with FAR 15.4043(b), the prime contractor or subcontractor shall: (1) Conduct appropriate cost or price analyses to establish the reasonableness of proposed subcontract costs/prices; and (2) Include the results of these analyses in the cost/price proposal.

6.10. Estimating Techniques and Methods. When responding to the Price Volume requirements in the solicitation, the offeror and associated subcontractors may use any generally accepted estimating techniques to develop their estimates.

6.11. Option to Extend Services. This evaluation shall include all options plus the amount calculated for option(s) under FAR 52.217-8 addressed below. The Government has included FAR 52.217-8, Option to Extend Services. Offerors shall not provide additional pricing for these 6 months. For evaluation purposes only, the option under FAR 52.217-8 will be evaluated by dividing the total proposed price for Option Year IV by two (2) to represent the six (6) months additional performance under the clause upon execution of FAR 52.217-8 if needed.

6.12. Transition Periods. A stand-alone price proposal for transition phase-in and phase-out are not required. Transition Phase-in costs are effective with the start date of the contract and are not to be segregated.

6.13. Other 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.

7.0. VOLUME V – CONTRACT DOCUMENTATION

7.1. General. The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. This portion shall include the following sections completed by the offeror.

7.2. Standard Form (SF) 1449. Complete Blocks 12, 17a and 30a, b and c of SF1449. An authorized official of the firm must sign and date the SF1449 in Block 30 a-c. Signature by the offeror on the SF 1449 constitutes an offer the Government may accept. The signed SF 1449 shall also include the acceptance period of no less than 180 days during which the Government may accept the offer to create a binding contract. The solicitation constitutes the model contract.

7.3. Representations and Certifications. Each offeror shall provide verification that by submission of their proposal that the representation and certifications currently posted electronically at SAM.gov under FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation.

7.4. Solicitation Amendments. Acknowledgement of all amendments issued (if applicable).

7.5. 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. Offerors must clearly identify any exception to the solicitation 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 8.1 below.

Table 7.1 – Solicitation Exceptions Solicitation Document

Requirement/ Portion

Requirement/Portion Rationale

PWS, Model Contract, Instructions to Offerors, etc.

Applicable page/paragraph number

Identify the requirement of portion to which the exception is taken

Describe why the requirement can/will not be met

7.6. Other Information Required.

7.6.1. Company/Division Address, Identifying Codes, and Applicable Designations.

Provide company/division’s street address, county and facility code; CAGE code; Unique Entity ID, 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 such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

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

(End of Provision)