Attach 3 - Instruction to Offerors.docx

Attachment 3 SP450024R0012 Page 3 of 68

1.0 ADDENDA TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS

1.1 DLA DISPOSITION SERVICES ELECTRONIC PROPOSAL GUIDANCE

Offerors must submit your offer/quote via email. Offers or quotes submitted in paper form are unacceptable and will be returned. You must submit your electronic proposal and any supplemental information (such as spreadsheets, backup data, and technical information), using any of the following acceptable electronic formats: files readable using these Microsoft Office® Products: WORD, EXCEL, POWERPOINT, or ACCESS; spreadsheets must be sent in a file format that includes all formulas, macro and format information (scanned document that cannot show the calculations is not acceptable); files in Adobe® PDF (Portable Document Format); files in HTML (Hypertext Markup Language), HTML documents must not contain active links to live Internet sites or pages, all linked information must be contained within your electronic offer and be accessible offline.

Other electronic formats – before preparing your offer/quote in any other electronic format, you must send an e-mail to the Primary Point of Contact listed for this Contract Opportunity to obtain a decision as to the format’s acceptability. This e-mail must be received by the P.O.C. no later than seven calendar days before the closing date. Failure to e-mail the P.O.C. within this timeframe to seek an alternate format’s acceptability may result in rejection of your submission. All alternate methods must be at no cost to the Government.

Questions must be emailed directly to the Primary Point of Contact listed for this Contract Opportunity.

Maximum size of each e-mail message shall be five megabytes. You may use multiple e-mail messages for each submission; however, you must annotate the subject lines as described above for each message, and number them in this manner: “Message 1 of 3, 2 of 3, and 3 of 3.” DLA DISPOSITION SERVICES cannot guarantee the security of the offer; offers are submitted at the Contractor’s risk.

Late rules are outlined in FAR 52.212-1(f). Pay particular attention to the provisions that relate to the timing of e-mail submissions.

Security Note: If you choose to password-protect your offer, you must provide the password to DLA DISPOSITION SERVICES before the closing date. Contact the Primary Point of Contact listed for this Contract Opportunity to arrange a means of providing it.

See FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

Offerors shall make every effort to ensure that their submission is virus-free, due to information technology security software currently in use which may block transmission of messages/proposals if the email or attachment(s) contain anything that is suspected of containing viruses or malicious content. Offerors are cautioned to contact the Contracting Officer to verify receipt of their proposal well before the time due for bids, in order to allow time for alternate means of transmission, if needed. Offerors remain responsible for ensuring proposals are received by the Contracting Officer before the specified time, and extensions will not be granted in the event a particular offeror’s proposal is found to have been blocked. Submissions (or portions thereof) submitted which DO reflect the presence of a virus, or which are otherwise rendered unreadable by damage in either physical or electronic transit, shall be treated as “unreadable.”

1.2 PERIOD FOR ACCEPTANCE OF OFFERS

FAR 52.212-1(c) is revised as follows: The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

1.3 ELECTRONIC (PAPERLESS) PROPOSAL RESPONSE REQUIRED

(a) DLA Disposition Services will not accept paper proposals/offers in response to this solicitation. You are required to submit your offer via email. Offers submitted in paper form are unacceptable and will be returned. You must submit your proposal and any supplemental information (such as spreadsheets, backup data, and technical information), using any of the following acceptable formats:

(1) Files readable using these Microsoft Office Products: WORD, EXCEL, POWERPOINT, or ACCESS. Spreadsheets must be sent in a file format that includes all formulas, macro and format information. Print image (scanned document that cannot show the calculations) is not acceptable.

(2) Files in Adobe PDF (Portable Document Format).

(3) Files in HTML (Hypertext Markup Language): HTML documents must not contain active links to live Internet sites or pages. All linked information must be contained within your electronic offer and be accessible offline.

(4) Other electronic formats: Before preparing your offer in any other electronic format, you must send an e-mail to erik.rundquist@dla.mil obtain a decision as to the format’s acceptability. This e-mail must be received no later than ten calendar days before the closing date. Failure to e-mail within this timeframe to seek an alternate format’s acceptability may result in rejection of your submission. All alternate methods must be at no cost to the Government.

(b) Offers are submitted at the Contractor’s risk. DLA Disposition Services cannot guarantee the security of the offer. If you choose to password-protect your offer, you must provide the password before the closing date. Contact erik.rundquist@dla.mil to arrange a means of providing it. Information technology security software is currently in use which may block transmission of messages/proposals if the email or attachment(s) contain anything that is suspected of containing viruses or malicious content. Offerors shall make every effort to ensure that their submission is virus-free. Submissions (or portions thereof) submitted which do reflect the presence of a virus, or which are otherwise rendered unreadable in their electronic format, shall be excluded from further consideration.

(c) Offerors are advised to verify receipt of their proposal well before the time due for bids, in order to allow time for alternate means of transmission, if needed. Offerors remain responsible for ensuring proposals are received on time. Late rules are outlined in FAR 52.212-1(f).

1.4 BASIC AND OPTION PERIOD UNIT PRICING – ATTACHMENT 2

(a) Offerors are cautioned against offering more than one price, a range of prices, or a split bid with respect to any contract line item and are advised that, for purposes of this procurement, DLA Disposition Services will consider any such method of pricing to be a material deviation from the bid schedule and/or a nonconforming proposal that will be excluded from further consideration. Offerors must list only one price for any individual CLIN in any single contract period. Zero ($0.00) unit pricing will NOT be accepted. Any proposal submitted containing $0.00 unit pricing will be excluded from further consideration.

(b) Unit prices which exceed two (2) digits right of the decimal will be subject to standard rounding conversion as described below.

(c) Standard Rounding Conversion – Rounding up means to increase the terminating digit by a value of 1 and drop off the digits to the right. If the next place beyond the terminating decimal is greater than or equal to five (5), the number will be rounded up. For example, 5.438 will be rounded up to 5.44. If the number to the right of the terminating decimal place is four or less (4, 3, 2, 1, 0), the number will be rounded down. This is done by leaving the last decimal place as it is given and discarding all digits to its right. For example, 6.734 will be rounded down to 6.73.

1.5 TECHNICAL PROPOSAL

The technical proposal consists of a Disposal and Transportation Plan.

Format: The Offeror shall submit documentation subject to the requirements in this provision by email in response to this solicitation. The Technical Proposal shall begin with and adhere to the following:

Company Name: The company name shall appear on the title page only. All other references to the company name shall be removed from the Technical Proposal.

Title Page: “Technical Proposal”. The title page of each technical proposal plan shall include the solicitation number of the Request for Proposal (RFP); the company name of the Offeror; and the Offerors’ position regarding disclosure of proprietary or similar proposal data.

The Technical Proposal will consist of, Volume I - Disposal and Transportation Plan.

(a) Disposal and Transportation Plan

The Offeror must identify all proposed transportation, storage, and disposal facilities (TSDF) they will use if awarded the contract and specify the contract line items (CLINs) the proposed facility or facilities will dispose of. If the TSDF is on the Qualified Facilities List (QFL), the Offeror shall provide written documentation from the facility that states they will accept and dispose of waste from the Offeror if awarded the contract. If the proposed facility or facilities are not on the QFL, the Offeror must complete the process on the below link to have the facility or facilities physically inspected and vetted prior to use under the award of this contract https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/HazWasteDisposal.aspx.

The Offeror must use in-country disposal facilities in supporting the hazardous waste disposal contract. Those facilities will be vetted and approved by the US Government prior to their use. Once an Offeror is identified, the Offeror will provide a list of all proposed treatment, storage, and disposal facilities (TSDF) they intend to use to support the disposal of specific contract line items (CLINs) at the facility. The US Government will validate the capability of the facility to dispose of specific CLINs via a review of forms, documents, registration, operation plans, internet research, interviews, and other means available to include visiting a facility. Disposition Services maintains a list of qualified facilities and is updated weekly. The Offeror may choose to use a facility already on the list or if there is no facility on the qualified list located in the country of disposal, a request shall be made to Disposition Services to review the facility. The following documents are required to be submitted in English for reviewing ‘vetting’ a facility If the registration is too large to fully translate, a translated extract may be provided.:

The Offeror will submit a transporter profile sheet for each transporter planned to move waste from U. S. Government locations to TSDFs. Facility and Transporter Profile Sheets are listed in Attachment 12. If the transporter is already approved on the qualified transporter list (QTL) the Offeror shall provide written documentation from the Transporter that they will transport the waste for the Offeror to an approved TSDF if awarded the contract. https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/HazWasteDisposal.aspx

The Offeror will submit a transporter profile sheet for each transporter that will move waste from U. S. Government locations to TSDFs. Facility and Transporter Profile Sheets are listed in Attachment 12. Offeror will use only those transporters listed on the Qualified Transporter List (QTL) provided by Disposition Services. If the transporter is not listed, Offeror shall submit an application and requisite supporting documentation to Disposition Services for review https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/HazWasteDisposal.aspx. The following documents are typically required to be submitted in English for reviewing ‘vetting’ a transporter:

Offeror shall provide the Facility Profile Sheet. A Facility Profile Sheet (Attachment 13) must include a description of the treatment processes used at the facility (CLINs) proposed for disposal at each facility.

Offeror shall provide Transportation Profile Sheet. A Transportation Profile Sheet (Attachment 12) must be completed for each intended transporter. A single transporter may be used for multiple CLINs as permitted. All contract CLINs must have an identified transporter.

1.6 PAST PERFORMANCE PROPOSAL

(a) The offeror shall provide PPI for up to 3 contracts where they were the prime or a subcontractor performing the same or similar services within the last 2 years. Within the three contract limit the contractor can also provide principal subcontractor past performance.

(b) For each contract provide: a valid name and telephone number, contract number, contract type, dollar value, contract award date and completion date, description of work performed, and name and e-mail address of a point of contact. If submitting a contract performed as a subcontractor, include information on the extent of the work performed in relation to the contract as a whole. The description of work performed for each contract shall be in sufficient detail to explain how it is the same or similar to the requirements of the instant solicitation in areas such as number of pickup locations, complexity, scope, and magnitude of the services to determine the relevancy of the referenced work. Additionally, if performance deficiencies occurred, the offeror shall identify what the deficiencies were and detail what corrective action it took, if any. Offerors may meet these requirements by including a completed page 2 of the questionnaire within Volume II of their offer.

(c) If an offeror elects to provide principal subcontractor past performance, the offeror shall provide the principal subcontractor’s consent allowing the Government to disclose negative past performance information to the offeror.

(d) The Government will evaluate up to three contracts submitted by the offeror. If an offeror identifies more than three contracts in its past performance proposal, the Government will evaluate the first three contracts in the order listed in the offeror’s past performance proposal. Current or past contracts with Defense Logistics Agency (DLA) Disposition Services will not be used for evaluation unless they are identified in the past performance proposal (See FAR 52.212-2 Addenda Section 1.3 for exception of using PPI for contracts not identified).

(e) Attachment 6 contains a PPI questionnaire that is used to evaluate an offeror’s past performance. The offeror shall provide the PPI questionnaire in Attachment 6 to the past performance reference for contracts it identifies in its proposal. The past performance reference must independently submit the completed PPI questionnaire to the point of contact listed in the solicitation for submittal of offers prior to the closing date of the solicitation. A completed PPI questionnaire for a reference is not required for any DLA Disposition Services Hazardous Waste Disposal contract that is included in an offeror’s past performance proposal. The Government will not consider in an offeror’s evaluation any completed PPI questionnaire received after the date offers are due or directly from the offeror for that reference in the past performance evaluation unless the Government has other past performance data readily available (see FAR 52.212-2 Addenda Section 1.2) to evaluate the reference. Offerors are responsible for ensuring their references submit PPI questionnaires directly to the point of contact listed in the solicitation for submittal of offers; the Government will not be contacting references to obtain a questionnaire/survey on behalf of the offeror.

(f) The submission of a past performance Volume II is required from all offerors. If offerors do not have any past performance, they must at least identify a Volume II in their proposal and state they do not have any past performance to provide. Otherwise, they may be considered non-responsive and excluded from the competition. If the Government only receives a completed PPI questionnaire from a past performance reference and there is no information in an offeror’s proposal regarding that reference, the reference will not be evaluated or considered as a reference for the offeror’s past performance proposal.

1.5 PROPOSAL SUBMISSION FORMAT AND CONTENT

(a) The subject line of the email(s) submitted must read, “OFFER SP450024R0012, COMPANY NAME, May 29, 2024.” The maximum size of each email, including all attachments, shall not exceed 10MB. You may use multiple email messages; however, you must annotate the subject lines in this manner: “Message 1 of 3, 2 of 3, and 3 of 3.”

(b) The following information must be furnished via email with your proposal. Proposals which do not provide the required information may be excluded from further consideration.

(1) FORMAT: Proposals shall be submitted in distinctly severable parts consisting of the following volumes: Volume I and Volume II. Electronic proposal submissions shall consist of one copy, with separately titled files for each volume, as follows:

a. VOLUME I: Disposal and Transportation Plan

b. VOLUME II: Proposal Certifications and Price Schedule.

c. VOLUME III: Past Performance Information.

(2) MINIMUM CONTENT:

a. VOLUME I (Disposal and Transportation Plan)

i. See clause Technical Proposal and Evaluation for technical proposal submittal requirements.

b. VOLUME II (Proposal Certifications and Price Schedule) shall contain, but not be limited to:

i. The name, CAGE, address, and telephone number of the offeror with a statement specifying the extent of agreement with all terms, conditions, and provisions included in solicitation SP450024R0012 (in accordance with Submission requirements of 52.212-1(b);

ii. If applicable, acknowledgment of any amendments. The completed schedule of prices for each period of performance, Attachment 2;

iii. The completed DLA Disposition Services - Contractor Representative, Attachment 1; and

iv. 52.212-3, Offeror Representations and Certifications Commercial Items.

c. VOLUME III (Past Performance Information) shall contain the following:

i. See clause Past Performance Proposal and Evaluation for past performance proposal submittal requirements.

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