Attach 8_RFP Clause FAR 52.212-1 Addendum.pdf

Instructions, Conditions, & Notices to Offerors or Quoters Header Miscellaneous Text (Modified):

Instruction Section: FAR 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS

Addendum to FAR 52.212-l(b), Submission of Proposal. The paragraph is tailored as follows:

1. GENERAL INSTRUCTIONS. This requirement is being solicited as a 100% Set-Aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns and will be competed for non-personal services amongst eligible vendors utilizing the procedures under FAR Part 12 (Acquisition of Commercial Items) and FAR

13.5 (Simplified Procedures for Certain Commercial Items). The Lowest Price Technically Acceptable (LPTA) evaluation procedures will be utilized.

This section provides general guidance for preparing proposals, as well as specific instructions on the format and content of the proposal. Throughout this solicitation, the term "Offeror" includes subcontractors, teammates and/or joint venture partners. The Offeror must include all data and information requested and must be submitted in accordance with (IAW) these instructions. The Offeror shall be compliant with the requirements as stated in the solicitation. A proposal that is sufficiently documented to support technical capability and price in a complete, orderly, and specifically detailed manner will enable the Government to perform a thorough and fair evaluation.

Compliance with the instructions and solicitation is mandatory. Failure to comply may result in an unfavorable proposal evaluation and render the proposal ineligible for award.

2. INFORMATION REGARDING SUBMISSION REQUIREMENTS. Documents submitted in response to this solicitation must comply with the requirements of the solicitation and Performance Work Statement (PWS). Independent consultation with Government Officials concerning the project requirements is prohibited since evaluation of proposals will be based on the requirements stated in this request for proposal (RFP). Industry generated questions regarding the technical requirements, coordination, and/or the interpretation of RFP requirements during the solicitation phase shall be written and directed to the Contract Specialist and Contracting Officer.

To be considered, the complete proposal must be submitted electronically and contain both Volume I and Volume II. To be considered, the complete proposal must be received not later than the date and time established in Block 8 of the SF 1449. Late proposals will be processed in accordance with FAR 52.212-1(f) "Late submission, modifications, revisions, and withdrawals of offers."

SUBMISSION OF PROPOSALS. Submit proposals electronically via email to the following email addresses no later than:

DATE: 02 July 2025 (Wednesday)

TIME: 1:00 PM Central Standard Time (CST) via email to:

Contract Specialist, Teresa Sullivan, teresa.sullivan.4@us.af.mil Contracting Officer, N. Marie Phillips, norena.phillips@us.af.mil

Offerors should be aware of the potential that the Government experiences delays in email service to JBSA Lackland and take all necessary precautions for timely proposals. All proposals must be in English. FAX OR HARD COPY PROPOSALS SHALL NOT BE CONSIDERED. The contractor will receive confirmation that the Government POC, as noted above, has received the submitted proposal. Confirmation of receipt does not mean it is considered timely.

SUBMISSION OF QUESTIONS. All questions shall be submitted via email no later than:

DATE: 25 June 2025 (Wednesday)

TIME: 3:00 PM Central Standard Time (CST) via email to:

Contract Specialist, Teresa Sullivan, teresa.sullivan.4@us.af.mil Contracting Officer, N. Marie Phillips, norena.phillips@us.af.mil

Questions submitted after this deadline will not be considered. Answers to timely submitted questions will be posted on SAM.gov by Friday, 27 June 2025 at 3:00 PM CST. Interested vendors will be notified when the Q&A is available. However, vendors are responsible for continuing to monitor SAM.gov for updates.

3. PROPOSAL PREPARATION, FORMAT INSTRUCTIONS AND GENERAL INFORMATION. This section provides general guidance for preparing proposals regarding the format and content and general information regarding submission of the proposal. Each volume shall be complete. To ensure timely and equitable evaluation of proposal, Offerors must follow the instructions contained herein; all the requirements specified in this solicitation are mandatory.

Offerors are representing that your firm will perform all the requirements specified in this solicitation by submitting your proposal. Offerors are required to meet all solicitation requirements, including terms and conditions, and representations and certifications, in addition to those identified as evaluation factors or sub factors.

Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

3.1. PAGE LIMITATIONS... Page limitations shall be treated as maximums. Total page count will be based as if the electronic proposal submission was printed. If page limitations are exceeded, excess pages will not be read nor considered in the evaluation of the proposal. A page is defined as each face of an 8.5 x 11-inch sheet of paper containing information. All information except for document numbers, page number, etc., shall be provided in an image area with no less than one inch in margin. Two pages that can be printed back-to-back on one sheet of paper are considered as two (2) pages for the purpose of page count. The background color of each page of the proposal submission shall be white. The maximum number of pages for each volume is listed below. Price information shall be limited to Volume I. Excess pages will not be evaluated but will be retained in the file. See table below for specific number of copies required and pages for each of the Volumes.

TITLE

MAXIMUM NUMBER OF PAGES

Volume I. Contracting & Pricing

No page limitation.

Volume II. Technical

Limited to no more than twenty (25) pages total.

3.2. PAGES COUNTED. Each page shall be counted except for the following:

mailto:teresa.sullivan.4@us.af.mil mailto:norena.phillips@us.af.mil mailto:teresa.sullivan.4@us.af.mil mailto:norena.phillips@us.af.mil

(a) Cover pages

(b) Table of Contents

(c) List of Figures

(d) Glossaries

(e) Tabs

(f) Dividers

(g) Blank Pages

3.3. TEXT. Text type should be Times New Roman or Arial, no smaller than 12-point with normal proportional spacing. Illustrations and tables shall be no smaller than

Times New Roman or Arial 10 point. Text lines will be, at minimum, single-spaced.

3.4. TABLES, CHARTS, GRAPHS, AND FIGURES. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated and legible. For graphics, exhibits and figures, text shall be no smaller than Times New Roman or Arial 10-point font. Text within tables shall be no smaller than Times New Roman or Arial 10-point font.

3.5. BINDING AND LABELING. VOLUME II (TECHNICAL). The volume shall be written on a stand-alone basis so that its contents may be evaluated on a stand-alone basis. Cross Referencing between volumes is not permitted. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted.

3.6. VOLUME FILE NAME. If Volume II cannot be written as one (1) complete document, the offeror shall include the words "Volume II" in the file name of each document that is part of Volume II. The offeror shall ensure that the combined pages for all the documents submitted for Volume II meets the page limitation IAW para 3.1. The Government will read the documents in order of the Technical Factors listed below in para 4.2. The Government will not read or consider any pages or documents that go beyond the page limitation.

3.7. PROPOSAL CLARITY. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation of the Offeror capabilities and for substantiating the validity of stated claims. The Offeror proposal shall not simply rephrase, reiterate, or restate the Government's own language, but rather shall provide convincing rationale describing how it intends to fulfill the requirement. Legibility, clarity, and coherence are very important. Provide as specifically as possible with the actual methodology you use for accomplishing and satisfying the requirements. The Offeror assumes that the Government has no prior knowledge of its capabilities, facilities, and experience, and will base the evaluation on the information presented in the proposal.

3.8. PERIOD FOR ACCEPTANCE OF PROPOSALS. The Offeror agrees to hold the pricing in its proposal firm for 60 calendar days from the date specified for receipt of proposals.

3.9. REPRESENTATIONS AND CERTIFICATIONS. Contractor shall complete the necessary fill-ins, certifications, and provisions. The Offeror shall complete only paragraph (b) of the provision FAR 52.212-3 if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM.gov) website. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through

(p) of the provision FAR 52.212-3 and return it along with the proposal. Completed Representations and Certifications shall be provided with SF1449 in Volume I (Administrative).

3.10. INTERCHANGES. The Government reserves the right to hold interchanges if, during the evaluation, it is determined to be in the best interest of the Government.

Interchanges are fluid interaction(s) between the CO and the vendor that may address any aspect of the proposal and may/may not be documented in real time.

Interchanges may be conducted with one, some, or all, as the Government is not required to conduct interchanges with any and/or all contractors responding to the solicitation.

3.11. RESPONSIBLE VENDOR. A vendor must be determined to be responsible by the CO to be eligible for the award. Responsibility is described in Federal Acquisition Regulation (FAR) Subpart 9.1.(Responsible Prospective Contractors.)

3.12. SOLICITATION. A signed copy of SF1449 from an individual legally authorized to bind the proposal. The Offeror shall complete blocks 12 (Discount Terms), 17a (Contractor/Offeror - Entity Info) 30a (Signature of Offeror/ Contractor), 30b (Name and Title of Signer) and in doing so, the Offeror accedes to the contract terms and conditions as written in the solicitation with attachments. If any amendments (SF30) to the solicitation are issued, a signed copy of each amendment shall be placed before the solicitation in order starting with the most recent amendment issued. Complete all contract clause fill-ins if applicable. Volume I (Administrative) shall include the signed SF 1449 (and any amendments issued). In addition, it shall also include completed Representations and Certifications as required in RFP.

3.13. PROPOSAL CLARITY. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation of the Offeror capabilities and for substantiating the validity of stated claims. The Offeror proposal shall not simply rephrase, reiterate, or restate the Government's own language, but rather shall provide convincing rationale describing how it intends to fulfill the requirement. Legibility, clarity, and coherence are very important. Provide as specifically as possible with the actual methodology you use for accomplishing and satisfying the requirements. The Offeror assumes that the Government has no prior knowledge of its capabilities, facilities, and experience, and will base the evaluation on the information presented in the proposal.

4. SPECIFIC PROPOSAL INSTRUCTIONS. To ensure a timely and equitable evaluation of the proposal, the Offeror must follow the instructions contained herein.

The proposal must be complete, stand-alone, and respond directly to the requirements of this solicitation. The response shall consist of the following Volumes:

Volume I – Contracting & Pricing Volume II – Technical

4.1. VOLUME 1: CONTRACTING & PRICING. This volume shall include a signed SF 1449 (and a signed copy of any amendments issued) and fully completed Representation and Certifications as required in RFP paragraph 3.9. Complete all others contract provisions/clauses fill-ins as applicable and stated within this

RFP.

4.1.1 Instructions. The CO has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the

CO will review this determination and if, in the CO’s opinion, adequate price competition exists no additional pricing information will be requested. However, if at any time during this competition the CO determines that adequate price competition no longer exists offerors may be required to submit other than certified cost or pricing data to the extent necessary for the CO to determine the reasonableness of the price.

14.1.2 Schedule of Supplies/Services. The Offeror shall complete the Schedule of Supplies/Services of the RFP and submit within Volume I. A unit price shall be proposed and inserted for each Firm Fixed Price (FFP) Contract Line Item Number (CLIN) for each performance period and shall be rounded up to two decimal places. The extended amount must equal the unit price multiplied by the number/quantity of units. The proposed prices shall be based on the Offeror's own approach and the Government's Performance Work Statement (PWS) requirements as set forth herein.

Offerors who change the quantities stated in the solicitation will render the proposal ineligible for award. The Offeror shall submit only pricing information that will be evaluated for award or become part of the resulting contract. Supply costs and associated General and Administrative (G&A) cost plus profit or fee, should be included in the unit price for each task listed in the Price List. Wages will be subject to SCA increases over the contract life. Each Offeror shall submit a contracting & pricing volume IAW the format below

The CO has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial proposals, the CO will review the proposals and if, in the CO's opinion, adequate price competition exists no additional cost information will be requested. However, if at any time during this competition the CO determines that adequate price competition no longer exists, Offerors may be required to submit other than certified cost or pricing data to the extent necessary for the CO to determine the reasonableness of the price.

4.1.3 Solicitation. A signed copy of the SF 1449 from an individual legally authorized to bind the offeror, and completed blocks 12, 17, and 30; in doing so, the Offeror accedes to the contract terms and conditions as written in the solicitation with attachments. In the event that any amendments (SF 30) to the solicitation are issued, a signed copy of each amendment should be placed before the solicitation in order starting with the most recent amendment issued.

4.1.4 Representations and Certifications. Complete the necessary fill-ins, certifications, and provisions. The offeror shall complete only paragraph (b) of the provision FAR 52.212-3 if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site. If the offeror has not completed the annual representations and certifications electronically, the offeror shall complete only paragraphs (c) through

(p) of the provision FAR 52.212-3 and return it along with the proposal.

4.1.5 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment. Complete the necessary fill-ins,

4.1.6 Status as an SDVOSB concern. Status as an SDVOSB concern under the SDVOSB Program is determined by the Small Business Administration (SBA) in accordance with 13 CFR part 128. For set-aside awards under the SDVOSB Program, the contracting officer shall verify that an offeror is eligible for consideration by confirming that a concern either—

(1) Is designated as certified by SBA in SBA's Veteran Small Business Certification (VetCert) database at https://veterans.certify.sba.gov; or

(2) Has both represented its status as an SDVOSB concern in the System for Award Management (SAM) and submitted an application for certification to SBA's VetCert database on or before 20 June 2025. Pending applications are available at https://veterans.certify.sba.gov.

If an offeror meets the criteria at (1) or (2) above, the contracting officer may proceed with offeror evaluation. If an offeror is a joint venture, the contracting officer may proceed with offeror evaluation if the managing SDVOSB joint venture partner meets the criteria at (1) or (2) above. If an offeror does not meet either criteria at (1) or (2), the contracting officer shall remove the concern from consideration.

4.1.7 Financial Disclosure Release Statement. A release statement authorizing the Government to request information from current financial institutions or lenders must be submitted on official letterhead. In addition to this authorization, the offeror should include the financial institution or lender's address, and a point of contact including email and phone number to be contacted with the authorization.

4.1.7 Teaming Agreement. All Team Members shall have a signed Teaming Arrangement (TA) or Letter of Intent (LOI), and provide a copy in this tab. To be valid under this solicitation, a Teaming Arrangement (TA) or Letter of Intent (LOI) must commit the business entities to performance under this contract, should it be awarded to the Offeror.

a. Any business entity without a TA or LOI with the Offeror is NOT considered as part of the "team" and will not be evaluated as such.

b. Mentor-Protege (M-P) is a relationship and not a business entity. M-Ps require formal TAs or LOIs to qualify for consideration as a Team Member.

c. A Joint Venture (JV) will be considered a sole business entity. Signed JV documentation must be provided in Volume I, Contracting.

d. The proposal shall present a complete, coherent presentation of the Team's ability as applicable.

.4.2 VOLUME II: TECHNICAL PROPOSAL. Each Offeror shall submit a Technical Volume with its proposal IAW the format below. Offerors are cautioned that the Government will only use data provided by each Offeror in this volume in the technical evaluation. With your proposal submission, you are representing that you will perform all the requirements specified in the solicitation. 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 Factors. All the requirements specified in the solicitation are mandatory. The contractor shall address the proposed approach to meeting the minimum performance or capability requirements of each technical factor. The responses will be evaluated against FAR 52.212-2, Evaluation Factors. Marketing presentations will not be evaluated. Hard and compelling evidence of capabilities is required to receive credit for evaluation factors. Legibility, clarity, and coherence are very important. Offerors are strongly encouraged to provide, as specifically as possible, the actual methodology to be used for accomplishing and satisfying the requirements.

A. TECHNICAL FACTOR #1 - MANAGEMENT PLAN.

Standard: The Offeror shall submit a Management Plan that illustrates the corporate philosophy and management approach to demonstrate evidence of sound organization, appropriate mix of personnel and qualifications proposed, and performance management processes to successfully accomplish tasks outlined in the PWS. The plan shall demonstrate a sound, comprehensive, realistic, effective, and efficient management approach to fulfill the requirements of PWS. At minimum, the plan should include the following:

a. Provide a clear description of the proposed personnel and qualifications. Furthermore, a listing of management personnel and their roles for this requirement shall also be included.

b. Contractor’s approach to recruit/validate candidates' credentials, retain contract employees to avoid vacancies, and to fill vacant positions within a mandatory 30 days from notice of vacancy.

c. Resumes of the proposed personnel for the VRF Instructor(s) (VRF-I) and VRF Technician(s) (VRF-T) that demonstrate the skills, education and/or experience necessary to fulfil the requirements of the PWS.

NOTE: By submission of a proposal for this acquisition, the Offeror acknowledges that should a vacancy exceed the 30-day time limit, the Government will not allow invoices for the vacant positions. Offeror shall indicate acceptance of this restriction with their Management Plan. Meaning if there are no VRF-I or VRF-T beyond 30 days, services are not rendered for a month, as the Government do not pay for services not rendered.

B. TECHNICAL FACTOR #2 - QUALITY CONTROL PLAN.

Standard: The offeror shall provide a "quality control plan" (QCP) with a complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The strategies outlined in the QCP should be realistic, effective in minimizing and correcting and preventing deficiencies and complaints. At a minimum, the plan should specifically address the contract requirements listed and provide the following:

a. Names, contact information and experience of Company Quality Control Team.

b. Responsibilities and quality control functions associated with oversight and coordination with customer and Contracting Officer’s Representative

(COR) and CO.

c. Description of processes used to proactively monitor service performance and prevent deficiencies.

d. Describe the methodology and process to approach and inform employees of identified deficiencies/complaints, and to ensure deficiencies are corrected and eradicated, and prevent reoccurrences.

C. TECHNICAL FACTOR #3 - CERTIFICATIONS.

Standard: The offeror shall provide copies of the EPA Section 608 Technician Certification (Universal) for each proposed VRF-T. The offeror shall https://veterans.certify.sba.gov/ affirm in writing and/or provide proof for each proposed VRF-T are Journeyman HVAC Technicians with the specific manufacturer certifications to work on VRF system listed in the PWS.

Addendum to 52.212-l(d), Product samples, is deleted in its entirety.

Addendum to 52.212-l(e), Multiple Offers, is deleted in its entirety.

Addendum to 52.212-l(g), Contract award, is deleted in its entirety Addendum to 52.212-l(h), Multiple Awards, is deleted in its entirety.

(End of Addendum)

Instructions, Conditions, & Notices to Offerors or Quoters