Attachment 0002 Instructions to Offerors.pdf

Attachment 0002

INSTRUCTIONS TO OFFERORS

1. PROPOSAL SUBMISSION REQUIREMENTS

The Offeror’s proposal shall be submitted electronically as set forth below.

The Offeror’s proposal shall consist of the following key points, factors and subfactors:

Phase 1:

Technical Experience Key Points:

Key Point #1 – HVAC Monitoring and Maintenance Services Experience (Technically Acceptable (TA))

Key Point #2 – GFEBS Experience (TA) Key Point #3 – BAS/DDC Controls Experience (TA)

Phase 2:

Plans and Programs:

Key Point #1 – Phase In/Phase Out Plan (TA)

Key Point #2 – Contingency Plan (TA) Key Point #3 – Chiller/Boiler Operations Plan (TA) Key Point #4 – Quality Assurance Plan (TA)

Phase 3:

Factor 1 – Technical

Subfactor A - Management Plan (Tradeoff (TO)) Subfactor B - Work Management Plans (TO) Subfactor C - DDC Operation Plan (TO) Subfactor D - Sample Task (TO)

Factor 2 – Cost/Price (TO) Factor 3 – Past Performance (TO) Factor 4 – Small Business Participation (TA) Solicitation/Contract/Order for Commercial Items and Representations/Certifications

Files shall not contain classified data. The use of hyperlinks in proposals is prohibited.

Offerors are cautioned that “parroting” of the Technical requirements or the Performance Work Statement (PWS) with a statement of intent to perform does not reflect an understanding of the requirement or capability to perform. Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each proposal. Proprietary information shall be clearly marked.

Each volume shall be submitted in a separate electronic file and labeled accordingly.

Any changes made (as a result of negotiations or proposal revisions) should be tracked using a different color and have changed information clearly marked by a vertical line in the right margin of the page. The revised pages shall be dated.

Printing shall be single spaced. Each paragraph shall be separated by at least one blank line. A standard, 12-point minimum font size applies. Arial or New Times Roman fonts are required. Tables and illustrations may use a reduced font size no less than 8-point and may be landscape.

The following shall be submitted:

PHASE Volume Title Electronic Copy

Maximum Pages*

PHASE 1 Key Points 1, 2, and 3 1 50 PHASE 2 Key Points 1, 2, 3, and 4 1 75 PHASE 3 Technical Subfactors A, B, C, and D

PHASE 3 Cost/Price 1 10 PHASE 3 Past Performance 1 80** PHASE 3 Small Business 1 10 Solicitation/Contract/Order for

Commercial Items and Representations/Certifications

1 N/A

*NOTE: Pages that exceed the required page limitations will not be evaluated.

Additional pages over the maximum allowed will be removed or not read.

**The Offeror shall submit past performance information for no less than three contracts but may submit past performance information for up to 10 contracts to address all of the nine (9) functional responsibilities. For each contract submitted for itself or a proposed subcontractor, the offeror may submit up to eight pages. The eight pages shall include the Past Performance Evaluation Questionnaire (Attachment 0009) and may include a narrative. The total maximum pages for Past Performance is 80 pages.

2. PROPOSAL FORMAT

The submission shall be clearly labeled and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date, and solicitation number in the header and/or footer. A Table of Contents should be created using the Table of Content feature in MS Word. MS Word (docx) files shall use the following page setup parameters:

Margins – Top, Bottom, Left, Right – 1” Gutter – 0” From Edge – Header, Footer 0.5” Page Size, Width – 8.5” Page Size, Height – 11”

NOTE: 11X17 pages are acceptable for tables/graphic representations; however, each 11x17 page counts as two pages.

The following additional restrictions apply:

Volume Packaging. Offeror shall submit its proposal in Adobe PDF with the exception of the price matrix. All files shall be in read-only format. Scanned PDF documents must be legible and shall have the ability to be viewed in Adobe Acrobat. Files that require signature must be submitted using PDF files. The Offeror shall not lock, or password protect any file. All price breakdown information to aide in the cost/price evaluation shall be submitted in Microsoft Office Excel Read/Write format. **Please note – Self extracting exe files are not acceptable.

Content Requirement. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the proposal in a concise manner, to permit a complete and accurate evaluation of each proposal.

Each volume of the proposal shall consist of a Table of Contents and the Narrative discussion. Proprietary information shall be clearly marked.

PHASE 1 (Acceptable/Unacceptable)

KEY POINT #1: HVAC Monitoring and Maintenance Services Experience (PWS Section 1.2)

This portion of the proposal shall address the following, as a minimum:

1. The Offeror shall demonstrate a minimum of five years of experience performing complete and full preventative maintenance, repair, and installation of commercial and Industrial Heating, Ventilation, Air Conditioning, and Refrigeration (HVAC&R) Systems at an Institutional or Governmental campus/installation consisting of 40 or more buildings across a footprint of 150 or more acres per location/contract. The services demonstrated shall include inspection, testing, routine service, operation, maintenance, repair, and replacement service requirements.

2. The Offeror shall demonstrate a minimum of five years of experience performing complete and full preventative maintenance, operation, repair, and installation of HVAC&R systems for a minimum of 2 million square feet of administrative, commercial, and industrial facility space per location/contract. The services demonstrated shall include inspections, testing, routine service, and maintenance services.

3. The Offeror shall demonstrate experience on a mix HVAC systems and control types to include at a minimum: Air Cooled and Water-Cooled Chillers with Cooling Towers, Central Heating and Cooling Plants (minimum of 5000 Ton distribution capability), Low pressure steam and water Boilers, Infrared Heating Units, Constant and variable air volume Air Handlers, and electric, electronic, and pneumatic controls.

KEY POINT #2: GFEBS Experience (PWS Sections 2.1.7.3.6, 2.1.7.3.6.1, 2.2.19, 2.3.3, and 5.3)

1. Offeror shall demonstrate its proposed GFEBS Project Manager (PM) has a minimum of 3 years of experience performing as a GFEBS PM successfully utilizing GFEBS. The proposal shall clearly demonstrate the experience the GFEBS PM has, specifically dealing with the following:

• Property, Plant, and Equipment (PPE)

• Business intelligence

• Projects

The proposal shall clearly demonstrate the GFEBS PM has completed the following certification courses:

• GFEBS Essentials

• GFEBS Order Management and Execution

• GFEBS Plant Maintenance - Master Data Course

• GFEBS Plant Maintenance - Plant Maintenance Process Overview

• GFEBS Plant Maintenance - Preventive Maintenance

• GFEBS Supply and Inventory Management

Submissions shall include the GFEBS PM’s resume, required course certifications, a clear narrative of GFEBS duties and responsibilities previously or currently being performed, contract #’s (if any), POC’s for validation, and documentation of a firm commitment from that person.

KEY POINT #3: BAS/DDC Controls Experience (PWS Sections 2.1.7.3.7, 2.1.7.3.9 and 5.8.1.12&13, 5.8.3)

1. Offeror shall demonstrate a minimum of 3 years of experience operating Building Automation Systems (BAS) with Direct Digital Controls (DDC) System monitoring. To be found acceptable the Offeror shall demonstrate experience operating a BAS or Utility Monitoring and Control System(s) (UMCS) with multi-building monitoring/automation capability which was able to incorporate multiple controls vendors and their interfaces. Submissions shall include employee resumes, documentation of a firm commitment from the individual(s), and a clear a narrative of BAS/UMCS functions managed (# of bldgs. incorporated, types of HVAC equipment operated, controls software/hardware used and input/output device types), contract #’s (if any) and POC’s for validation.

PHASE 2 (Acceptable/Unacceptable)

KEY POINT #1: Phase In/Phase Out Plan (PWS Section 2.1.2):

The Offeror shall provide a Phase In plan to ensure operations commence on the first day of performance. The Offeror shall also provide a Phase Out plan which shall address how the Offeror intends to turn over operations to a Successor with minimal impact to operations.

KEY POINT #2: Contingency Plan (PWS Section 2.1.13):

The Offeror shall provide a plan that addresses procedures, personnel, and the means of accomplishing all functions in the Contract under the circumstances of contingency conditions including but not limited to, natural disasters, terrorism or other threats, or utility outages.

KEY POINT #3: Chiller/Boiler Operations Plan (PWS Section 5.8):

The Offeror shall submit an example of their anticipated Chiller and Boiler operations plan. The Proposal shall include a narrative on seasonal start up and shut down requirements as well as seasonal maintenance for system sizes identified in PWS Section 5.8 and relevant Technical Exhibits.

KEY POINT #4: Quality Control Plan (PWS Part 3):

The Offeror’s plan shall provide a description of the inspection system the Offeror proposes to employ, to ensure quality service is provided IAW the PWS. The description shall include the Offeror’s proposed methods for identifying and preventing defects. The plan shall include a description of the Offeror’s system to inspect scheduled and unscheduled work, the frequency of inspections, the method of documenting inspections, and how that documentation will be shared with the Contracting Officer and Contracting Officer’s Representative. The Quality Control plan shall also include the official title of the inspector(s), the quantity of inspectors and organizational placement of the Quality Control inspector(s) on the Offeror’s organizational chart.

PHASE 3 (Tradeoff)

Factor 1, Technical

Subfactor A – Management Plan

Management Plan (PWS Sections 2.1.4, 2.1.7, 2.1.8, and 2.3.1): This plan shall address, at a minimum:

1. Hours of Operation: The Offeror shall specify their anticipated hours of normal operation. Detail how after-hours on-call and emergency work requests will be addressed to meet the requirements of the PWS.

2. Staffing: The Offeror shall specify the roles and quantity of administrative and technical staff positions. List the training or credentials the Offeror expects for the personnel in the position to have (i.e. state licensing, GFEBS training or years of work experience). The Offeror shall clarify which staff positions will be onsite or off, whether the position is in-house or subcontracted, and whether the position is full time or part time. The Offeror shall clarify their anticipated POCs (by role) for emergency and routine meetings with the Contracting Officer and Contracting Officer’s Representative.

3. On-site decision authority: The Offeror shall detail the level authority available to the GM at the on-site Project Office independent from the Offeror’s corporate headquarters. Clarify where decision making authorities reside for day-to-day operations, planning, production control, personnel, finances, Contract administration, and work performance areas. The plan shall also show how the Offeror plans to support the on-site Office and provide expertise from the Offeror’s corporate headquarters for the Offeror’s on-site management.

Subfactor B – Work Management Plans

Work Management Plans (PWS Section 2.2 and 2.3): The Offeror shall provide a plan that addresses, at a minimum, the procedures and means of accomplishing the Preventive Maintenance Order (PMO), Demand Maintenance Order (DMO) and Project Work Order (PWO) work requests. The plan shall describe how the Offeror intends to perform or provide the following: task preparation, work quality, housekeeping, safety, updating warranty documentation, providing as-built drawings, maintaining a technical library, timekeeping documentation, handling disputes and discrepancies, and providing support to/from other contractors. The proposal shall describe the Offeror’s capability or experience utilizing government tools and Government Information Systems such as

Enterprise Mission Assurance Support Service (eMASS), Builder Sustainment Management System (BUILDER SMS), Army Maintenance Application (ArMA). The plan shall be organized in a sequence that explains the Offeror’s process from initiation or receipt to final close out of PMOs, DMOs, and PWO work.

Subfactor C - DDC Operation Plan

DDC Operation Plan (PWS Section 5.8): The Offeror shall provide a plan that details, at a minimum, how the Offeror plans to perform Building Automation Systems (BAS) work and what work is to be sub-contracted and to whom.

Subfactor D - Sample Task

Sample Task: Using the attached Sample task, the Offeror shall outline the specific plans and procedures to successfully complete this task.

SAMPLE TASK

1. Background:

1.1. As the security requirements on the Rock Island Arsenal Information Technology

(IT) Network evolve over time, security scans (performed by the IT Department) may identify DDC controllers that no longer meet the security requirements and require replacement.

1.2. This replacement is usually accomplished through the PWO process.

1.3. Industry historical data has shown that most user complaints are related to indoor temperature and comfort conditions.

1.4. Specifically, the source of the complaints can be traced in many situations to operation of the HVAC system and / or the failure of various control components.

2. Objective:

2.1. Using the Quality Control process, reduce and correct potential installation errors during the PWO process.

3. Assumptions:

3.1. A PWO requires the replacement of a DDC Controller that serves a given floor.

3.2. The air handling unit consists of:

3.2.1. An outdoor air economizer section,

3.2.2. A building exhaust fan with Variable Frequency Drive (VFD),

3.2.3. A filter section,

3.2.4. A preheat hot water coil with face and bypass dampers,

3.2.5. A chilled water-cooling coil,

3.2.6. And a supply fan with VFD.

3.3. The air distribution system is made up of 60 Variable Air Volume boxes with reheat coils.

3.4. Primary Heating is provided by hot water fintube radiation.

4. Instruction to the Offerors for the Sample Task:

4.1. Outline the Quality Control procedures that will be implemented to insure proper operation of the new DDC Controller.

Factor 2, Cost/Price

Price Proposal instructions are as follows:

Offerors shall submit its Cost/Price proposals using the MS Excel Price Matrix (Attachment 0004) which summarizes the phase-in transition period, base period, each option period to include the six-month extension IAW Federal Acquisition Regulation (FAR) 52.217-8 for a total evaluated price (TEP) for the contract. Failure to propose prices for all blue highlighted cells may results in the Offeror’s proposal being considered unacceptable and ineligible for award. Please note that the Price Matrix has six (6) separate tabs for FFP Contract Line Item Numbers (CLINs) and T&M CLINs for each period. There is also a surrogate amount for the Discretionary Demand Maintenance Orders and Project Work Orders, utilized as the ceiling for these CLINs.

The Summary tab requires only the Offeror’s name, cage code, and proposal date.

Instructions for completion of the Pricing Matrix:

1. The submission shall consist of: One MS Excel electronic file copy of the completed Pricing Matrix (Attachment 0004).

2. All information to be filled in by the Offeror is highlighted on the Pricing Matrix in blue for each period.

3. The Offeror shall enter its full name, cage code and proposal date in the space provided in the Summary Tab.

4. The Offeror shall enter prices for the Phase-In Transition Period, Base Period, and each Option Period 1-4.

5. The spreadsheet will limit the display of the offered unit prices to two decimal places.

6. If there are no costs presented, place a zero “0” in the field.

7. All prices for this acquisition shall be stated in current U.S. dollars and shall include escalation, as appropriate.

No other information is to be added to the Pricing Matrix, nor shall Offerors make any changes to the Pricing Matrix. If an Offeror fails to submit unit prices for the Phase-In Transition Period, Base Period and each Option Period, the submission may be considered unacceptable, and the Government may reject the submission.

Factor 3, Past Performance

This volume shall contain information regarding recent and relevant past performance.

The offeror shall submit past performance information for recent, relevant Government (Federal, State, local) and/or commercial contracts for services directly related to the functional responsibilities outlined below. For purposes of this requirement, the terms “recent” and “relevant” are defined in Attachment 0003 Basis for Award.

The Offeror shall submit past performance information for no less than three (3) contracts but may submit past performance for up to ten (10) contracts to address all of the nine (9) functional responsibilities listed below. For each contract submitted for itself or a proposed major subcontractor, the Offeror may submit up to eight (8) pages. The eight pages shall include the Past Performance Evaluation Questionnaire (Attachment 0007) and may include a narrative. Total maximum pages for Past Performance shall not exceed 80 pages.

The Offeror shall submit past performance information demonstrating their ability to manage the following functional responsibilities in multiple buildings or geographically dispersed facilities:

Large volume heating, ventilation, and air condition systems Boilers and high volume hot-water heating systems Low and high-pressure steam systems Commercial refrigeration systems Direct Digital Controller (DDC) and Building Automation Systems (BAS) of multiple vendors and their interfacing

Various types of chiller (CenTraVac, screw, and scroll) Cooling towers Water treatment of boilers, hot water heating systems, chillers, and cooling towers Predictive PM or vibration analysis

The Offeror must provide past performance information that includes, but is not limited to, project or client references with contract information, photos, written descriptions of nature of the effort, including work size and scope, and the tasks performed, the number of employees managed, the timeliness of performance, the extent of the Offeror’s involvement (e.g., as prime contractor or subcontractor), the period of performance, the utilization of subcontractor technical support versus in-house technical support, remote site management experience, etc.

For any contracts with adverse performance, the Offeror must identify every recent and relevant contract awarded that encountered any performance problems related to deliverables or services, as well as every recent and relevant contract that was terminated in whole or in part. For any contracts that did not/do not meet original schedule or technical performance requirements, the Offeror must provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The Offeror must also provide copies of any Cure Notices or Show Cause Letters received. For any contracts that were terminated in whole or in part, the Offeror must indicate the type of reason(s) for the termination.

Past Performance Questionnaire

For all contracts identified, a Past Performance Questionnaire, Attachment 0007, must be completed and submitted.

The Offeror shall complete Part I of the Past Performance Questionnaire and e-mail the questionnaire to both the Government contracting activity and technical representative responsible for the past/current contract. The POC’s shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the Contracting Office no later than the proposal due date, to lindsay.p.park.civ@army.mil and kathleen.m.ward20.civ@army.mil. The Offeror shall e-mail to the Contracting Officer a list of all the POCs who were sent a questionnaire. The Government must receive this list no later than the proposal due date. The POC List shall be submitted in Word for Windows Table Format and include the following fields: Solicitation Number, Company Name, Contract Number, Government Agency, POC Last Name, First Name, POC Title, POC Telephone Number, POC E-mail Address, and Date E-mailed to POC (month/day).

Factor 4, Small Business Participation

THIS REQUIREMENT APPLIES TO OTHER THAN SMALL BUSINESS OFFERORS

ONLY. In accordance with (IAW) 13 CFR 125.3(g), Small Business Offerors will be given an acceptable rating without having to submit any information in connection with this factor. An Offeror is considered a Small Business if it can certify Small Business status under NAICS 238220.

The Offeror shall demonstrate small business participation by detailing its proposed approach to meet the requirements under this factor by addressing the following two areas in its Small Business Participation proposal:

1. Proposed Small Business Participation Plan in performance of the potential contract.

2. Commitment to Small Business o Payment Procedures o Compliance with Small Business Subcontracting Plans

Proposed Small Business Participation Plan

The Offeror shall complete the Small Business Participation Plan Attachment 0008 to show maximum practicable opportunities to small businesses to compete on this requirement IAW FAR 52.219-8, Utilization of Small Business Concerns.

Commitment to Small Business

The Offeror shall include a written statement of its established procedures to ensure timely payments to small business subcontractors IAW FAR 52.219-8, Utilization of Small Business Concerns (for those contracts under which it was required within the past three years from the closing date of this solicitation). If not required in any recent contracts, the Offeror shall so state.

Note: Compliance with terms and conditions of FAR 52.219-9, Small Business Subcontracting Plan (if required on recent contracts). The Offeror shall provide three Individual Subcontracting Reports (ISRs) for recent contracts (performed within the past three years from the closing date of this solicitation) that included a subcontracting plan.

Offerors using Commercial Subcontracting Plans shall provide three Summary Subcontract Reports (SSRs) and the associated Commercial Subcontracting Plan for each SSR. Caution: SSRs based on Individual Subcontracting Plans will not be accepted. If Small Business Subcontracting Plans were not required in any recent contracts, the Offeror shall so state. If the Offeror has less than three recent contracts, the Offeror shall provide the most recent ISR (or SSR for Commercial Subcontracting Plans) for each contract it has, and state that the Offeror does not have three recent contracts.

Solicitation/Contract/Order for Commercial Items and Representations/Certifications

Representations and Certifications - Each Offeror shall complete (fill-in and sign) the solicitation sections indicated below using the Standard Form 1449 (SF1449) provided.

An authorized official of the firm shall sign the SF1449 and all certifications requiring original signature. An Acrobat PDF document shall be created to capture the signature for submission.

SF1449 to include blocks 12, 17, 23, 24, and 30.

Offeror Representations and Certifications and Other Statement of Offerors included in SF1449.

3. DISCUSSIONS

General Information: The Government intends to evaluate proposals and award a contract without discussions with Offerors (except clarifications as described in FAR 15.306(a)). Therefore, the Offeror’s initial proposal should contain the Offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

IAW FAR 15.306(d), discussion sessions with each Offeror may be held.

DISCUSSION LETTERS: If discussions are conducted, the Contracting Officer will send electronic discussion letters to each Offeror’s POC. The discussion letter will specify information requested and when responses are required.