Attachment 0002- Section L- Instructions Conditions and Notices to Offerors.pdf

2020 October 25

PROPOSAL SUBMISSION, Solicitation W52P1J-20-R-0093, Attachment 0002 ‘Section L- Instructions, Conditions, and Notices to Offerors’ in the ‘List of Attachments’ Section of the Solicitation (referred to as ‘Section L’ through this document)

L.1. GENERAL INSTRUCTIONS. These instructions are a guide for preparing proposals in response to W52P1J-20-R-0093. These instructions, conditions, and notices to Offerors represent an addendum to and tailoring of FAR 52.212-1, and that in the event of a conflict, the language herein takes precedence over the terms of FAR 52.212-1 (reference FAR 12.302(a)). They describe the extent of information the Offeror provides and emphasize the significant topic areas the Offeror should address in its proposal. Each Offeror shall submit a maximum of one proposal. The USG will not reimburse the Offeror for costs incurred in association with the preparation of its proposal. The USG expects the Offeror to review the Performance Work Statement (Attachment 0001) for this solicitation for further insight into the areas that the Offeror’s proposal must address. Offerors shall include in the proposal sufficient information to enable the USG to determine the Offeror’s understanding of the requirements in each of the evaluated areas. The USG cautions the Offerors that repeating language of the Performance Work Statement (PWS) with a statement of intent to perform does not reflect understanding of the requirement. Adherence to the prescribed format is required. Data not submitted with the proposal, but submitted previously or presumed to be known, will not be considered as part of the proposal. Failure to provide proposals in compliance with the instructions specified in the solicitation shall render the Offeror’s proposal non-compliant. The USG will not further evaluate the proposal and the USG will not further consider the Offeror’s proposal for award. Offerors must provide information in sufficient detail to allow the USG to make an assessment of the Offeror’s ability to successfully execute the Kwajalein Atoll/Reagan Test Site Security and Access Control effort. The proposal shall be prepared in a clear, legible, and practical manner.

In addition, the Offeror shall write the proposal in English and the proposal must be specific and complete as described in these instructions. Offerors shall not specifically prepare samples or descriptive literature for submission with the proposal. The USG reserves the right to conduct discussions, negotiations, or oral presentations, if necessary.

L.1.1. Offerors shall complete the Standard Form 1449 and indicate within its proposal submission (Volume I) that the USG may accept the Offeror’s proposal within 180 calendar days of the solicitation closing date.

L.1.2. Each proposal shall contain the Offeror’s best terms for award of a contract under this solicitation. Proposals shall be specific, complete, and address each of the designated factors listed below. Failure to provide the required information/documentation in response to these instructions may result in your proposal being rejected.

L.1.3. Offerors are responsible for confirming with the Contracting Officer and/or Contract Specialist that the proposal submitted has, in fact, been received by the

Contracting Officer and/or Contract Specialist. This must be done by the date/time set forth in the solicitation for receipt of proposals.

L.1.4. The U.S. Government intends to award without discussions IAW FAR 52.215- 1(f)(4). However, the U.S. Government reserves the right to open discussions if deemed necessary by the Contracting Officer. The Contracting Officer may contact Offerors for clarification, as described in FAR 15.306(a) and FAR 52.215-1, without opening discussions. In the event the Contracting Officer determines discussions are necessary, the Contracting Officer shall establish a competitive range comprised of the most highly rated proposals. Only those Offerors within the competitive range will be included in discussions and considered for an award.

L.1.5. If discussions are conducted, Offerors within the competitive range will be asked to respond to all Evaluation Notices (ENs). Once offerors have been provided an opportunity to address all ENs the Contracting Officer will close discussions and request Final Proposal Revisions (FPRs). If FPRs are requested, Offerors may revise any portion of their proposal.

L.1.6. POINT OF CONTACT. The Procuring Contracting Officer (PCO) is the sole point of contact for this acquisition. All questions concerning this procurement, either technical or contractual must be submitted in written English to both the PCO and Contract Specialist. Except as otherwise indicated, email is the only method of communication. Questions shall be submitted to the following email addresses:

E-mail: Danielle.m.gainey2.civ@mail.mil Email: ashlee.g.asplund.civ@mail.mil

L.1.7. Proposals shall be submitted electronically to Danielle.m.gainey2.civ@mail.mil and Ashlee.g.asplund.civ@mail.mil. The USG will promptly notify Offerors whose proposals are late of the late receipt and that the USG will not consider the proposal.

Maximum e-mail attachment size is 15MB, which includes the e-mail itself and ALL attachments. Complete proposal submittal may take multiple emails. When submitting multiple e-mails, the Offeror must submit e-mails consecutively. In addition, the Offerors must identify the total number of emails the USG can expect to receive (Example: Email 1 of 3, Email 2 of 3, and Email 3 of 3). Please note that the USG will not accept self-extracting .exe and .zip files. The USG advises the Offerors to confirm the receipt of proposals. Failure to do so risks the failure to submit a timely proposal.

Note: Proposal submission may need to go through multiple USG servers before reaching its final email destination. Receipt means receipt in the e-mail inboxes of the above mentioned e-mail inbox which the responsible individual will monitor, not merely at a USG server. This needs to be considered when factoring in multiple email submissions and its size in relation to the date and time when proposals are due.

Failure to confirm receipt will result in the waiver of any argument of an offer being timely sent, but not delivered. It is highly recommended that Offerors request a delivery confirmation or other form of acknowledgement to verify the USG received the Offeror’s proposal submission. Should an Offeror have difficulties with the delivery of proposals, mailto:Danielle.m.gainey2.civ@mail.mil mailto:ashlee.g.asplund.civ@mail.mil mailto:Danielle.m.gainey2.civ@mail.mil mailto:Ashlee.g.asplund.civ@mail.mil please immediately notify the PCO and Contract Specialist at the email addresses noted L1.7.

L.1.8. As a requirement under this solicitation, all Offerors must submit Representations/Certifications data into the System for Award (SAM) Database at https://www.sam.gov/. The purpose of electronic Representations and Certifications is to provide all Offerors with a portal in which to submit Reps/Certs in a publicly accessible format, nullifying the requirement to submit identical information in response to each and every Federal contract solicitation. Any Offeror that has previously submitted Representations/Certified data into SAM are reminded to update the data prior to submitting with the proposal and shall ensure its records are not expired.

L.2. STANDARD PROPOSAL INSTRUCTIONS. This section specifies the instructions each Offeror shall use in preparing its proposal. The intent is to ensure a certain degree of uniformity in proposal format for evaluation purposes.

L.2.1 The Offeror shall submit four separate volumes. These volumes shall be self-contained and shall not be cross-referenced, with the exception of the Price Volume.

Unless specifically requested, the Offeror shall not contain pricing information in any volume except the Price Volume. The USG may consider proposals not structured in accordance with these instructions non-compliant and the USG may not evaluate the proposal. The USG will not assume the duty to search for data or information to cure problems discovered in any proposal submitted. The burden of providing complete and thorough information to address the elements below remains with the Offeror. The proposal shall include the following volumes subject to the limitations listed below:

Volume Title Page Limit Due Date

I Proof of Facilities Clearance, Validation of Compliance with

ANSI/ASIS PSC.1-2012,

Supplemental Documents, and Executive Summary

No Page Limit (except for the 5 page Executive Summary)

RFP Closing Date

II Technical (inclusive of 3 sub-factors, see L.4.)

50 Pages RFP Closing Date

III Past Performance 50 Pages RFP Closing Date

IV Cost/Price No Page Limit RFP Closing Date

Exclusions:

-Cover pages -Table of contents -List of figures -Glossaries -Tabs/Dividers -Other items as indicated in each Volume

-Team Arrangements / Joint Ventures -Sample Resumes -Licenses -Past Performance Consent Letters and Commitment Letters from Major Subcontractors (The USG does not consider Labor Brokers Major Subcontractors) -Any financial capability documents

L.2.2 Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government.

L.2.3. The Offeror may divide the page count between the Technical sub-factors as deemed appropriate. Each page is defined as one sheet, one-side. The USG will remove excess pages from the back of each volume and excess pages will NOT be read or evaluated. .

L.2.4. Offerors shall submit one copy of each volume, with the exception of the technical volume. The technical volume shall have two copies submitted, one of which will have the Offeror’s company/organization, logos, or any other reference to the company/organization redacted. The Offeror shall submit proposal volumes via electronic submission to the PCO and Contract Specialist at the email addresses noted in paragraph L.1.7. The USG will handle late proposals IAW the procedures described at FAR 15.208(b).

L.2.5. Proposal Page Layout. Pages must be 8 ½ x 11”, 12 Point, Arial or Times New Roman font, single spaced. Offerors may utilize Arial or Times New Roman font, 10 point for graphics and tables. 11x17 inch size pages are acceptable for tables/graphic representations; however, each 11x17 inch size page counts as two pages. The specified page limitations include all attachments, not to include introductions, table of contents, required notices, and partnership agreements with sources or technical specifications of proposed services or resumes.

L.2.6. Proposal Organization. No classified material shall appear anywhere in the proposal. All proposal volumes shall include:

L.2.6.1. Front cover, a table of contents, and the body of the proposal.

The Offeror shall clearly identify all factor and sub-factor narratives.

L.2.6.2. List of Tables and Figures for each Volume.

L.2.6.3. Within the proposal the Offeror shall address the PWS Section and Section L in which the information addresses.

L.7.6.4. Glossary of Abbreviations, Acronyms, and Definitions for each Volume.

L.2.7. At a minimum, all cover sheets shall contain the following information:

L.2.7.1 Offeror’s Proposal in response to Solicitation W52P1J-20-R-0093 IAW solicitation instructions

L.2.7.2 Volume Number and Title

L.2.7.3 Name and Address of Offeror

L.2.7.4 Date of Submission

L.2.7.5. Offeror’s Dun & Bradstreet Number (DUNS) and Commercial and Government Entity (CAGE) Code.

L.2.7.6 Offeror’s Point of Contact information to include phone number and email

L.2.8 Freedom of Information Act: The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the USG, for copies of contractors’ proposals and other documents submitted to federal agencies.

If an Offeror’s submission contains information that it believes should be withheld from such requestors under FOIA on the grounds that it contains trade secrets and commercial or financial information [5 USC 552(b)(4)], the Offeror should mark its submission in accordance with FAR 52.215-1 and in the following manner:

L.2.8.1. The Offeror should place the following notice on the title page:

Some parts of this document, as identified on individual pages, are considered by the submitter to be privileged or confidential trade secret or commercial or financial information not subject to mandatory disclosure under the Freedom of Information Act. Material considered privileged or confidential on such grounds is contained on page(s)___.

L.2.8.2. Each individual item considered privileged or confidential under FOIA should be marked by placing the text within {brackets} with the following notice placed in the right margin: Privileged or Confidential.

Failure to do so may result in an involuntary release via a FOIA request.

All information in the proposal not designated may be subject to automatic public disclosure if requested under the FOIA. The Offeror must be emphasize that under the FOIA, no information is automatically exempt from public disclosure. In the event of a FOIA request for information which the Offeror has designated as "confidential," the USG will notify the Offeror prior to disclosure.

L.2.9. The proposal volumes, as reflected in L.2.1, shall be compiled using the Portable Document Format (.pdf) unless otherwise specified.

L.3. Volume I – Proof of Facilities Clearance, Validation of Compliance with ANSI/ASIS PSC.1-2012, Supplemental Documents, and Executive Summary:

L.3.1 Facilities Clearance: Offerors must provide proof of a current U.S. Facility clearance at the SECRET level IAW DoDD 5220.22, National Industrial Security Program Operating Manual. The Offeror shall provide proof of a facilities clearance at time of proposal submission.

L.3.2 Validation of Compliance with ANSI/ASIS PSC.1-2012: Offerors must provide validation of compliance with ANSI/ASIS PSC.1-2012, American National Standard, Management System for Quality of Private Security Company Operations- Requirements with Guidance

L.3.3 Standard Form 33, Solicitation, Offer and Award: Offerors must provide a completed and signed copy of the Solicitation including Sections A-K and any Amendments.

L.3.4 DD254: Offerors shall complete the required areas.

L.3.5 Executive Summary: Offerors shall introduce the Offeror’s team and discuss the key contributions for each subcontractor and discuss the overall team philosophy. The Executive Summary shall provide an overview and synopsis of the proposal; it will be used as an aid in understanding the organization, content, and interrelationship of the proposal material. The Offeror shall provide a brief history of the creation and development of the company and a description of the legal structure and organization of the company. Information shall be formatted at a summary level and should represent only data found elsewhere in the proposal. Pertinent aspects of the proposed approach including teaming approaches, if any, subcontracting, and relevant corporate experience and expertise on similar programs should be identified. Particular proposal advantages or unique approaches should also be highlighted. Price information shall not be included in this document.

L.3.5.1 The Executive Summary shall include:

Identification of Proposal POC: Offerors shall provide identification of and contact information for the primary point of contact during the solicitation phase.

Identification of Cognizant DCAA Office: Offerors shall provide name of and contact information for the Offeror’s Cognizant DCAA Office and POC information for the prime and each subcontractor.

Information Regarding Status of Systems (accounting, purchasing, and estimating): Offerors shall provide the status of all systems that will be used in the execution of this contract. Copies of any rate agreements for the prime and each subcontractor. The Offeror shall also provide a copy of any updated rates that have been submitted to the ACO/DCAA auditor for consideration, but are pending approval.

Teaming/Subcontract Arrangements and Management: Offerors shall provide a detailed description of all teaming/subcontracting arrangements, e.g., formal or informal joint-venture, traditional prime-sub relationship, and/or other formal or informal team arrangement, to include identification of the lead contractor and the roles/responsibilities of all participants. Explain the rationale for selecting each subcontractor and teaming arrangement. Explain the type of contractual arrangement, and the likelihood of the subcontractor accepting the arrangement.

Identify any foreseen risks associated with the proposed teaming/subcontract arrangement(s) and address how those risks will be mitigated to ensure successful contract performance. For Offerors proposing under a formal or informal joint-venture agreement, or other formal teaming arrangement, provide a copy of the fully executed agreement to include signatures of all parties. (Note:

copies of these executed agreements do NOT count against page limits.)

L.4. VOLUME II –TECHNICAL: The proposal shall include a proposed approach to successfully execute the requirement, comprised of three sub-factors:

Sub-factor 1: Mobilization Plan Sub-factor 2: Staffing and Management Plan Sub-factor 3: Certification and Training Plan

L.4.1 Sub-factor 1 – Mobilization Plan: The Offeror shall provide a mobilization plan that demonstrates a thorough, clear, logical, and acceptable methodology for assumption of services within the required timeframe of 60 days from contract award.

The plan shall include how personnel will be medically screened, trained, armed, and equipped to perform services IAW the PWS and applicable laws on Kwajalein/Marshall Islands and outlying islands where performance will take place. The Offeror shall provide a description of tasks to be performed during the mobilization phase including a timeline that ensures the Offeror is ready to perform services after the 60 day phase-in.

The Offeror shall also include in its proposal a plan that ensures 100% of the contractor personnel are authorized to be armed at Kwajalein/Marshall islands 60 days after contract award, along with procedures and a list of equipment (e.g. weapons, NTV’s PPE) required to be furnished and integrated IAW the PWS.

L.4.2 Sub-factor 2 – Staffing and Management Plan: The Offeror shall provide a staffing and management plan that is logical and ensures efficient, quality, and timely performance of the contract. The plan shall detail the Offeror’s approach to recruit, hire, and retain a workforce with the skill sets required in the PWS. The plan shall provide an organizational chart that fully and adequately addresses the organizational structure to include all levels of authority and chain of command to include subcontractors to facilitate effective and timely decision-making. The plan shall demonstrate the ability to provide 100% coverage at all positions identified in the position table in the PWS. The plan shall include a sample manning report that outlines the number of personnel required to perform the work and sustain operations without mission interruption due to personnel rotations, scheduling, attrition, and emergency leave based on mission requirements. The plan shall include a detailed approach to obtain and maintain individual arming authorizations at 100% and manage medical re-certifications so there is no lapse or degradation of mission requirements IAW the PWS. The plan shall detail how the Offeror plans to mitigate high turnover of personnel and how the Offeror plans to integrate new/replacement personnel so there are no interruptions to mission requirements.

L.4.3 Sub-factor 3 – Certification and Training Plan: The Offeror shall provide a Certification and Training plan that includes a detailed schedule for conducting initial and annual training of security personnel to ensure they are fully qualified and certified to perform respective duties, to include initial entry training, weapons qualifications, and physical ability testing. The Certification and Training plan shall include how the Offeror intends to satisfy all of the certification requirements listed within the PWS. The plan shall describe how the training requirements are standardized and conducted with each employee. The plan shall detail the certifications for contractor working dogs and dog handlers to ensure these personnel are ready to mobilize at time of contract award and shall describe how all personnel will remain properly trained and re-certified.

L.5. VOLUME III – PAST PERFORMANCE: The Offeror shall submit past performance information on up to three (3) recent and relevant USG and/or commercial contracts in which the Offeror was either the Prime Contractor or Sub-contractor. For purposes of this requirement, the USG defines recent and relevant in Section M. The Offeror shall organize this volume into the following sections:

L.5.1. Section 1 – Contract Descriptions. This section shall include the following information in the following format. The Offeror shall list its data first followed by each proposed major subcontractor, alphabetically.

L.5.1.1 Contractor/Subcontractor place of performance, CAGE Code, and DUNS Number. The USG recommends that Offerors limit references to those involving their performance as a prime or first tier subcontractor only. If the Offeror performed the work as a subcontractor, also provide the name of the prime contractor and Point of Contact (POC) within the prime contractor organization.

L.5.1.2 USG contracting activity, address, PCO's name, e-mail address, and telephone number(s).

L.5.1.3 USG's technical representative/Contracting Officer Representative (COR), current email address, and telephone numbers.

L.5.1.4 USG contract administration activity and the Administrative Contracting Officer's name, and current email address, and telephone number.

L.5.1.5 Contract Number and Delivery Order Numbers (as applicable).

L.5.1.6 Contract Type (specific type such as Fixed-Price (FP), Cost Reimbursement (CR), Time & Material (T&M), etc.). In the case of Indefinite Delivery contracts, indicate specific type (i.e., Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (i.e., FP, CR, T&M, etc.).

L.5.1.7 Awarded price/cost and final/projected final.

L.5.1.8 Original delivery schedule, including dates of start and completion or work.

L.5.1.9 Period of Performance

L.5.1.10 Past Performance Questionnaire (PPQ): The information to be provided with each contract reference is on the PPQ, Attachment XXX. The Offeror must complete PPQ Sections IA and IB for each contract reference and send copies of the PPQ to the respondent Point of Contact (POC) as identified in IB in a timely manner. The Offeror shall include these documents in Volume III, Section 1 of its proposal. The PPQ respondents will send the completed questionnaire directly to the U.S. Government POC as identified in Part III of the PPQ.

To ensure inclusion of all references in the evaluation process, the Offeror is encouraged to provide the U.S. Government with the most current contract data and POC information on each reference on the PPQ.

The U.S. Government is not required to interview any POCs identified by Offerors. The U.S. Government reserves the right to use data provided in the Offeror’s proposal and data obtained from other sources.

L.5.2. Section 2 – Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section 1, Contract Description, describing the objectives achieved and detailing how the effort is relevant to the requirement of this solicitation.

For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The Offerors shall list each time the Offeror revised the delivery schedule and provide an explanation of why the revision was necessary. The Offeror shall address all Requests for Deviation and Requests for Waiver with respect to causes and corrective actions. The Offerors shall also provide copies of any Cure Notices, Letters of Concern, or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the Offeror or proposed major subcontractor. The Offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination. For any contracts with adverse performance, the Offeror shall identify every recent and relevant contract awarded that encountered any performance problems related to deliverables or services, and any recent and relevant contracts that were in whole or in part terminated;

these are excluded from the Past Performance Factor page count.

L.5.3. Section 3 – Sub-contracts. Offerors shall provide an outline of how the Offeror will assign the effort required by this solicitation for performance within the Offeror's corporate entity and among the proposed subcontractors. The information provided for the prime Offeror and each proposed major subcontractor must include the entire company name, company address, CAGE Code, DUNS Number, and type of work the Offeror will perform by citing the applicable USG PWS subparagraph number. The USG defines Major subcontractors as members of an Offeror's overall team when the members are expected to perform ten percent or more of the proposed effort's target cost.

L.6. VOLUME IV – PRICE:

L.6.1. The Offeror shall complete the Kwajalein Security Services Price Matrix (Attachment 0004).

L.6.2. The Offeror shall complete all tabs within the Kwajalein Security Services Price Matrix with the exception of the Summary Tab. The Summary Tab automatically populates with information from the Base and Option Year tabs. The Offeror shall enter its name on the Summary Tab in the cell highlighted in YELLOW. The Offeror is not required to complete anything additional on the Summary Tab.

The Offeror shall enter Firm-Fixed-Price (FFP) daily rates for each of the CLINs listed on the Base and Option Year tabs. The Offeror is not required to propose any Cost CLINs, all Cost CLINs will be given a surrogate dollar value provided by the USG. All Cost related CLINs will be annotated with GREY highlighting and shall not be adjusted by the Offeror. The Offeror will only be required to propose on FFP CLINs as depicted in the Kwajalein Security Services Price Matrix.

L.6.3. The Offeror shall propose the quantity of personnel required for each CLIN depicted within the price matrix. The USG has populated each quantity with the minimum requirement, however, the Offeror has the option to increase this amount up to a maximum total position count of 65. The Offeror shall not decrease the minimum requirement of personnel by any means.

L.6.4. All proposed pricing will be binding for the Kwajalein Security Services contract.

The Offeror shall state all proposed rates in current U.S. dollars and are limited to two decimal places.

L.6.5. The USG has highlighted each area that requires the Offeror’s input in YELLOW.

Failure to complete the Kwajalein Security Services Price Matrix in its entirety may result in the Offeror not being eligible for award. The USG will conduct its analysis by evaluating the information submitted by the Offerors in response to L.6.

L.6.6. The Government reserves the right to require the submission of any data (i.e.

cost or pricing data) necessary to validate the reasonableness of an offer.

L.6.7. The Offeror is not to add any other information to the Kwajalein Security Services Price Matrix, nor shall Offerors make any changes to the Kwajalein Security Services Price Matrix, with exception to adjusting the number of personnel required for each

CLIN.