Attachment 0038- SECTION L- Proposal Preparation Instructions.pdf

Attachment 0038

PROPOSAL PREPARATION INSTRUCTIONS (Section L)

A. PROPOSAL SUBMISSIONS

1. General Instructions The offeror’s proposal must include all data and information requested in Section L and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements stated in the Statement of Work. Non-conformance with the instructions provided in Section L may result in an unfavorable proposal evaluation.

The proposal shall be clear and concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims.

The proposal acceptance period is as specified in Section A of the solicitation. The offeror shall make a clear statement in Section A of its proposal that the offeror’s proposal is valid through 31 December 2020.

2. Introduction/ Proposal Submission Requirements/ Proposal Files

The offeror’s proposal shall consist of three (3) volumes:

Volume I – Past Performance Volume II - Price Volume III – Solicitation, Offer and Award Documents and

Certifications/Representations.

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

Offerors are responsible for including sufficient details, in a concise matter, to permit a complete and accurate evaluation of each proposal. Proprietary information shall be clearly marked.

(i) PROPOSAL SUBMISSION REQUIREMENTS

a. Web-Based Submissions: Proposals shall be submitted electronically, via Department of Defense (DoD) Safe Access File Exchange (SAFE) at https://safe.apps.mil/. When submitting the proposal to ACC-RSA, offerors will need to specifically authorize the following persons to have access to the proposal: James Mosley, Contract Specialist, at james.k.mosley2.civ@mail.mil, and/or Lindy Pinchon, Contracting Officer, at lindy.l.pinchon.civ@mail.mil. A notification e-mail must be sent to both the Contracting Officer and Contract Specialist upon proposal submission.

Electronic copies shall not be password protected or otherwise encrypted, and shall generally be capable of being accessed, opened, and viewed electronically without any such limitation. Tables and charts inserted into documents shall be inserted as text and not as images, so that the text is searchable. Offerors are not authorized to include in its proposal citations for, or linkages to, websites. The following applications shall be utilized in the offerors’ proposal:

Text Microsoft Word or PDF (searchable) Spreadsheet Microsoft Excel (including functioning formulas)

b. The following volumes of material shall be submitted:

PRINTED ELECTRONIC MAXIMUM

VOLUME TITLE COPIES COPIES PAGES

I – Past Performance N/A 1 25 II – Price N/A 1 Unlimited

III – Solicitation, Offer and Award Documents and Certification/ Representations N/A 1 Unlimited

NOTE: Proposals shall not exceed the page limitations described above.

Additional pages that exceed the page limitation will be removed from the back of the proposal and will not be evaluated by the Government.

(ii) PROPOSAL FILES

a. Format. The proposal shall be clearly indexed 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 Request for Proposal (RFP) number in the header and/or footer. The Table of Contents should be created using the Table of Content feature in MS Word. The line spacing 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 of no less than 8-point and may be in landscape orientation. MS Word (doc) 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”

The following additional restrictions apply:

c. File Packaging. Email and electronic (https://safe.apps.mil) submissions only.

All submissions shall be encrypted. Electronic links are only admissible within the Price Volume. Files shall be in read-only PDF files, MS Word (doc) files and MS Excel files.

d. Content Requirement. All proposal information shall be confined to the appropriate volume. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each proposal. Proposals shall not exceed the page limitations described in Section 2(i)(b) above. Each volume of the proposal shall consist of a Table of Contents, Summary Section and the Narrative discussion, which is part of the proposal page count. Proprietary information shall be clearly marked.

3 PROPOSAL ORGANIZATION

VOLUME I – PAST PERFORMANCE

(i) Volume I – Past Performance. Offerors shall submit three (3) Government and/or commercial contracts performed in the past five (5) years as the prime offeror or as a major subcontractor. Major subcontractors are defined as members of an offeror’s overall team who are expected to perform ten (10) percent or more of the proposed effort. The contracts can be currently in performance or awarded within the last five (5) years from the issue date of this RFP and relevant to the efforts required by this solicitation. Relevant efforts are defined as efforts that are the same as or similar (Other aircraft parts and auxiliary equipment) to the effort required in the RFP (NAICS code 336412). Offerors should include rationale supporting the assertion of relevance. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort. This may include a discussion of efforts accomplished by the offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to an unacceptable/a limited or no confidence rating since the problems encountered may have been on a more complex program, or an offeror may have subsequently demonstrated the ability to overcome the problems encountered. The offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This may allow the offeror to be considered more favorably than without evidence of problem resolution.

For example, submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems is required. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Section M, provision M-2- Evaluation Factors for the effort required in the RFP (NAICS code 336412). The https://safe.apps.mil/

Government may require an offeror to provide additional past performance references if the points of contact originally provided do not promptly respond to inquiries. This volume shall be organized into the following sections:

(1) Section 1 – Contract Descriptions. This section shall include the following information in the following format.

(a) Contractor/Major subcontractor place of performance, Commercial and

Government Entity (CAGE) Code and Data Universal Numbering System (DUNS) number. If the work was performed as a subcontractor, also provide the name of the prime contractor and point of contact (POC) within the prime contractor organization (name, and current address, e-mail address, and telephone and fax numbers).

(b) Government contracting activity, and current address, Procuring

Contracting Officer’s name, e-mail address, telephone and fax numbers.

(c) Government’s technical representative/ Contracting Officers

Representative (COR) and current email address, telephone and fax numbers.

(d) Government contract administration activity and the Administrative

Contracting Officer’s name, and current e-mail address, telephone and fax number.

(e) Government contract administration activity’s Pre-Award Monitor’s name, and current e-mail address, telephone and fax numbers.

(f) Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase Agreements, include Delivery Order Numbers.

(g) 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 (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FP, CR, T&M, etc.)

(h) Awarded price.

(i) Final or projected final price.

(j) Original delivery schedule, including dates of start and completion or work.

(k) Final or projected final, delivery schedule, including dates of start and completion of work.

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

(a) For any contracts that did not/does not meet the original schedule, 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 delivery schedule was revised and provide an explanation of why the revision was necessary. The offerors shall also provide copy of any Cure Notices or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated, the type of termination and reasons for the termination.

(b) For all contracts, the offeror shall provide data on all manufacturing warranty returns. Data shall delineate total number of warranty returns, number of Could Not Duplicate (CND), number of failures attributable to Government Furnished Equipment (GFE) component failures, and number and nature of failures attributable to the offeror’s delivered product.

(3) Section 3 – Subcontracts. Offerors shall provide an outline of how the effort required by the RFP will be assigned for performance within the offeror’s corporate entity and among the proposed major 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 to be performed by citing the applicable Government Statement of Work (SOW) subparagraph number. This includes all subcontractors that will be providing critical hardware/services or whose subcontract is for more than 10% of the total proposed price. This section will further include written consent of major subcontractors to allow the disclosure of their past performance information to the offeror. In addition, letters of commitment shall be included for all major subcontractors for their past performance to be considered.

(4) Section 4 – New Corporate Entities. New corporate entities may submit data on prior contracts involving its officers and employees. However, in addition to the other requirements in this section, the offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above. Letters of commitment shall be included in the proposal for these employees in order to be considered.

(5) Past Performance Questionnaire. For all contracts identified in Section 1, Contract Descriptions, a Past Performance Questionnaire must be completed and submitted. The offeror shall complete Part I of the Past Performance Questionnaire (Attachment 0034), e-mail the questionnaire to both the Government contracting activity and technical representative responsible for the past/current contract and provide the Contracting Officer with a list of all POCs who were sent a questionnaire within 10 days after the release of the RFP. The POC List shall be submitted in Word for Windows Table Format to 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-Mail to POC (month/day). The POCs shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the Contracting Specialist at james.k.mosley2.civ@mail.mil within 20 days after the release of the RFP. The contracting office will use the ASSIST2Industry as well for all correspondence after receipt of proposal. Please see additional instructions in L0004 of the Solicitation.

(6) Submissions. Offerors are discouraged from providing points of contact with another contractors’ facilities, i.e., in case an offeror (or one of his/her team members) is in a subcontract with another contractor who has submitted a proposal on the same requirement. Offerors shall provide and submit the prime contract number and all Governmental agency points of contact (POC) in lieu of subcontract numbers or prime contract POCs in situations as described above.

(7) Small Business Participation Past Performance. All offerors shall submit information substantiating the Offerors’ past performance in complying with FAR 52.219-8, “Utilization of Small Business,” maximizing opportunities for U.S. small business subcontractors. For each past performance effort, information provided shall include discussion of past Small Business participation in terms of both the total value of the effort allotted to small business, as well as the type of work done by small business and the complexity/relevance of the effort by small business to the deliverable under the contract. Offerors shall also provide a statement indicating whether any negative information has been reported in the past six years concerning the offerors’ past compliance with FAR 52.219-8. If any such negative information has been reported, the offeror may submit explanations or comments responding to such negative information. Offerors with no prior contracts containing FAR 52.219-8 shall certify the same. Small Business Participation Form– See Attachment 0011.

(i) VOLUME II – PRICE

(a) Electronic Copy. Files contained on the Volume II - Price DVD-R may not be password protected. The Price Volume shall contain a spreadsheet of the estimated cost of performing the work and any associated profit to show the calculation of the proposed price along with a Price Volume mailto:james.k.mosley2.civ@mail.mil proposal narrative describing the basis of estimate (BOE) of proposed costs.

The Attachment 0036 - Anti Ice Start Bleed Valve Overhaul Pricing Template shall be completed and submitted in a Microsoft (MS) Excel compatible format and include all formulas, functions, macros, computations, or equations used to compute the proposed FFP amounts.

Electronic links are only permissible within the Price Volume. If files contain links, the links must be intact and maintained through all revisions.

The offeror shall not include pivot tables in the Excel spreadsheets and shall not include cell references to data or files that are not included in the Price Volume. For each workbook, all rows, columns, cells and worksheets are to be visible. Offerors are not to include zero height/zero width rows/columns in worksheets.

The Price Volume proposal narratives, including any BOE sheets, shall be provided in files that are MS Excel or MS Word compatible. Offerors are not to submit BOEs as pictures.

The offeror shall complete Attachment 0036 - Anti Ice Start Bleed Valve Overhaul Pricing Template, providing the proposed CLIN 0001AA PVA FFP and proposed FFP unit prices by ordering periods for CLINs 0002 through CLIN 0005 as if the Government is ordering at maximum quantities for each CLIN. The offeror’s unit prices shall be based on the quantities shown in the Price Table in Attachment 0036. The offeror shall provide additional worksheets within the Ant Ice Start Bleed Valve Overhaul Pricing Template to show the calculation/build-up of the FFP prices.

The prime offeror is required to fill out Attachment 0037, CAGE Code and Cognizant DCMA/DCAA Information, for themselves and all proposed subcontractors to include the DCMA and DCAA Point of Contacts’ (POCs’) email addresses and telephone numbers. The prime offeror shall ensure that all DCMA/DCAA information is current and that the correct POC information is provided. Subcontractors are defined as members of an offeror’s overall team who are expected to perform on the proposed effort.

Provide a Table of Contents showing each file submitted as part of the Price Volume with a short description of the contents of the file. For each of these entries in the Table of Contents, provide a hyperlink to the respective files.

(b) Compliance. Failure to comply with the RFP requirements for Price information may result in an adverse assessment of an offeror’s proposal and reduce or eliminate its chance of being selected for award. Offerors shall ensure that the information presented in this volume is consistent and correlates with the information contained in the other proposal volumes.

Also, offerors shall ensure that the information submitted in this volume is consistent with and fully supports the amounts set forth in the SF33 and continuation sheets.

(c) General Instructions. In accordance with FAR 15.402 and 15.403-1, certified cost or pricing data is not required based on the fact that adequate competition is expected for this procurement. Information other than certified cost or pricing data may be provided by the contractor in a format consistent with the requirements of the solicitation provided sufficient information is made available. Information submitted shall be prepared in accordance with FAR 15.403-5. If after receipt of proposals the Contracting Officer determines that there is insufficient information available to determine price reasonableness and none of the exceptions at FAR 15.403-1 apply, then the offeror may be required to submit cost or pricing data. Additionally, in the event that adequate competition is not obtained, the Contracting Officer may incorporate FAR 52.215-20 entitled, “Requirements for Cost or Pricing Data or Information Other Than Cost or Pricing Data,” into the solicitation and request a Certificate of Current Cost or Pricing Data.

All prices must be in U.S. dollars, including the amounts for the prime offeror and any potential subcontractors. If the basis for the proposal is in any other currency, the offeror shall state the exchange rate(s) being used to convert any currency to U.S. dollars.

There are no page limitations for this volume. Proposal information included in this volume which is not directly related to Price will be disregarded. In addition to the information requested below, the Government reserves the right to request additional or more detailed information to support an evaluation of reasonableness.

(d) Price Proposal Assumptions. The offeror shall use the following assumptions when proposing its prices.

(1) Period of Performance: The offeror shall assume an award date of 31 October 2020 for proposal purposes and a period of performance as defined below:

Ordering Period 1- 31 December 2020 to 30 December 2021

Ordering Period 2- 31 December 2021 to 30 December 2022

Ordering Period 3- 31 December 2022 to 30 December 2023

Ordering Period 4- 31 December 2023 to 30 December 2024

Ordering Period 5- 31 December 2024 to 30 December 2025

(2) Price Formulation: The offeror shall propose a FFP price for CLIN 0001AA PVA and FFP unit prices by ordering period for CLINs 0002AA through 0005AA in accordance with the SOW. The offeror shall input its proposed prices into the Price Table worksheet of Attachment 0014- Attachment 0036 - Anti Ice Start Bleed Valve Overhaul Pricing Template. In the Attachment 0036, the offeror shall include additional worksheets that show the build-up/calculations of its proposed FFP PVA amount and FFP unit prices by ordering period for CLINs 0002 through 0005. The offeror shall input formulas to show the calculation of the proposed FFP prices, linking the supporting calculation worksheets to the FFP prices in the Price Table worksheet of Attachment 0036.

The offeror’s build-up of fixed-prices shall provide the prime and subcontractor labor categories and labor hours, prime labor rates, subcontract rates, material unit prices and quantities, Other Direct Cost unit prices and quantities, indirect rates/factors, and proposed profit used to calculate the proposed fixed-prices. Direct labor hours and rates shall be delineated by labor category by CLIN and ordering period for the prime and each subcontractor. Material and ODC unit pricing and quantities must be delineated by CLIN and ordering period as well. The offeror shall ensure that all calculations support the proposed FFP prices in the Price Table worksheet of Attachment 0036. If the offeror proposes to absorb a portion of costs, explain the reason and impact on the proposed price.

VOLUME III – CONTRACT DOCUMENTATIONS (SOLICITATIONS, OFFER AND

AWARD DOCUMENTS AND CERTIFICATIONS/ REPRESENTATIONS)

Solicitation/Contract Standard Form (SF) 33/Representations and Certifications

(1) The completion and submission to the Government of the items required by Volume III will constitute an offer (proposal) and will indicate the offeror’s unconditional agreement to the terms and conditions in the RFP and any attachments and or exhibits thereto.

(2) Certifications and Representations – Each offeror shall complete (fill-in and sign) the solicitation sections indicated below using the file (without modification to the file) provided with the RFP. An authorized official of the firm shall sign the SF 33 and all certifications requiring original signature. An Acrobat PDF file shall be created to capture the signatures for submission.

Section A – Standard Form 33 (SF 33), Solicitation, Offer and Award Section G – Contract Administration Data Section K – Representations, Certification and Other Statements of Offerors

Solicitations, Offer and Award Documents and Certifications/Representations shall not be addressed separately from that submitted in Volume III – Contract Documentations (Solicitations, Offer and Award Documents and Certifications/ Representations).

(3) Other Information Required Subcontracting Plan is required and must be submitted with the proposal.

Subcontracting Plan - Participation of Small Businesses (SB), Historically Black Colleges and Universities, or Minority Institutions (HBCU/MI) If the offeror is other than a small business, the offeror shall submit a Small Business Subcontracting Plan in accordance with FAR 52.219-9 that also identifies and specifies the extent of offeror's commitment to the participation of small businesses (SB), historically black colleges or universities (HBCU) and minority institutions (MI), whether as joint venture members, teaming arrangement partners, or subcontractors. If applicable, submit a copy of the offeror’s approved Master Plan. In the event the offeror has negotiated a comprehensive subcontracting plan pursuant to DFARS 219.702, the offeror must submit the information that identifies and specifies the extent of its commitment to the participation of SB, HBCU and MI.

(4) List of Attachments: Section L attachments listed below are provided as separate files that must be completed and submitted with the proposal.

Attachment 0034: Past Performance Evaluation Questionnaire Attachment 0035: Small Business Participation Plan Evaluation Attachment 0036: Anti Ice Start Bleed Valve, Overhaul Pricing Template Attachment 0037: CAGE Code and Cognizant DCMA/DCAA Information