Attachment 1 - Additional Instruction To Offerors.pdf

Attachment 01 Solicitation: FA860126R0002 Date: 2 March 2026

Additional Instructions to Offerors

1) Notice of Governing Regulations and Class Deviations

a) In accordance with the Presidential Executive Order on Restoring Common Sense to Federal

Procurement, the Federal Government is overhauling the Federal Acquisition Regulation (FAR). The Department of Defense (DoD) is implementing this overhaul through a series of class deviations that revise the Defense Federal Acquisition Regulation Supplement (DFARS). Consequently, this solicitation and all related procurement activities are governed by the RFO and its implementing DFARS class deviations.

b) All parties are directed to the following official sources for the authoritative regulations:

i) FAR Overhaul: https://www.acquisition.gov/far-overhaul

ii) DoD Class Deviations:

https://www.acq.osd.mil/dpap/dars/dfars_far_overhaul_class_deviations.html

c) It is the contractor's responsibility to ensure compliance with the regulations set forth at the official sources for the FAR Overhaul and DoD Class Deviations.

2) Additional Instructions to Offerors

a) Purpose: This addendum tailors the provision at FAR 52.212-1, Instructions to Offerors—

Commercial Items and provides additional instructions. Except as specified herein, the offeror must submit all data required by 52.212-1. Non-conformance may result in the elimination of the offer from consideration.

b) Offer Detail: The offer shall be clear, concise, and provide convincing rationale for how the offeror intends to meet the Government's requirements. The offer should not simply rephrase or restate the Government’s requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offer submitted.

c) Embellishments Not Desired: Elaborate brochures or documentation, detailed artwork or other embellishments are unnecessary and are not desired.

d) Offer Acceptance and Validity Dates: Paragraph (b) of the provision at FAR 52.212-1 amended to state that the offer must remain firm for 180 days after the solicitation closing date. The offeror shall make a clear statement in the Price & Offer Documentation Volume that the offer is valid for 180 days after the date specified in Block 8 of the solicitation cover sheet Standard Form (SF) 1449 for receipt of offers.

e) Disposition of Offers: The Government will retain one copy of all unsuccessful offers. Unless the offer requests otherwise, the Government will destroy extra copies of such unsuccessful offers.

f) Systems: The Government will access any systems as required by law and/or regulation (e.g.

System for Award Management (SAM), Federal Awardee Performance and Integrity Information System (FAPIIS), etc.) to aid in the determination of Responsibility.

3) Contacts, Correspondence, and Communications

a) Point of Contact: The primary POC for this acquisition is Matthew Bigelow at (937) 522-4540 or matthew.bigelow.1@us.af.mil. The alternate POC is Edward Huchison at (937) 522-4537 or edward.huchison@us.af.mil.

b) All email correspondence shall contain the subject line: “FA860126R0002, Cranes / Hoists Maintenance.”

i) Be advised that .zip or .exe files are not allowable attachments. Emails shall not exceed

15MB. If sending attachments by email, ensure only .pdf, .docx, or .xlsx documents are sent.

If submitting PDF documents, do NOT submit any documents that are copied as images.

When creating PDF files, always create to enable textual search and copy functions.

c) Discrepancies: If an Offeror believes any part of the solicitation contains an error or is unsound, the offeror shall immediately notify the POC in writing. The offeror is reminded that the Government reserves the right to award this effort based on the initial offer, as received, without discussion. However, the Government reserves the right to conduct discussions if determined necessary by the CO. At the Government’s discretion, a competitive range may also be used if determined necessary by the CO.

4) OFFER FORMAT AND ORGANIZATION

a) The offer shall consist of two (2) separate volumes as specified in the Offer Format and

Organization Table below. The volume numbers, titles, and contents shall be as specified in this table. The offeror shall submit the specified number of copies of each volume, which shall be within the specified page limits per the table below. Pricing information shall be addressed ONLY in the Price & Offer Documentation Volume. The Government will remove and discard any pages from any other volume that contains pricing data and the information on those pages will not be evaluated.

mailto:edward.huchison@us.af.mil

VOLUME VOLUME TITLE PAGE LIMIT

I Technical 70 Pages

II Price & Offer Documentation 50 Pages

b) Electronic Copies: Send electronic copies of each volume via email to the POCs to arrive by the date and time specified in the solicitation. For Volume II, submit the Pricing Attachment (Attachment 5 – Bid Sheet) as both a PDF and a Microsoft Excel file.

c) Page Limitations: Page limitations shall be treated as maximum. If exceeded, the pages in excess of the above limitations will be removed and disregarded during the evaluation. Each page shall be counted except the following: Covers, tab dividers, title pages, glossaries, and tables of contents.

d) Page Size and Format: Page size shall be 8.5 x 11 inches, single-spaced, with text no smaller than Times New Roman 10-point font. Use at least one-inch margins. Pages shall be numbered sequentially by volume. Legible tables, charts, graphs, and figures are encouraged and shall not exceed 11 by 17 inches.

e) Cross-Referencing: To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross- referencing to other volumes of the proposal. 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 where its use would conserve space without impairing clarity.

5) EVALUATION FACTORS AND OFFER VOLUME CONTENT

a) Part I – Technical Capability Proposal (Volume I)

i) The proposal shall meet all mission capability requirements stated in the Performance Work Statement (PWS) and elsewhere in the solicitation to be eligible for award. The offeror should provide documentation which supports all the technical capability sub factors described below. The information provided should be adequate and sufficient to allow the Government to evaluate an offeror’s technical capability.

ii) As the technical approach will primarily describe and demonstrate the capability of the offeror to fulfill all requirements stated in the SOW, the technical capability proposal should be specific and complete in every detail. The proposal shall not merely offer to perform work in accordance with the PWS. It shall outline the actual method proposed as specifically as possible.

iii) It is the offeror’s responsibility to ensure the completeness of the technical capability proposal; therefore, the technical evaluation panel for the Government has been instructed to evaluate on the basis of the information provided. The Government shall not assume an offeror possesses any capability unless specified in its proposal. Understanding of the requirements of the PWS must be demonstrated by more than a reiteration of the PWS.

Repeating the PWS without sufficient elaboration will not be acceptable. Statements such as “the offeror understands,” “can or will comply with all the requirements of the PWS,” “standard procedures will be employed,” etc., are insufficient.

iv) The specific topics to be addressed in Part I are as follows:

(1) SUBFACTOR 1: Quality Control (PWS Paragraph 2.1)

(a) Description: This element will evaluate the offeror’s approach for ensuring performance will be in accordance with (IAW) the standards in the PWS throughout the life of the contract.

(2) SUBFACTOR 2: Inspection Reports (PWS Paragraph 1.4)

(a) Description: This subfactor will evaluate the offeror’s ability to provide inspection reports and written repair estimates IAW the terms and conditions of the contract.

(3) SUBFACTOR 3: Prior Experience

(a) Description: This subfactor will evaluate the offeror’s ability to provide sufficient prior experience, including proof of 3 recent relevant contracts and specific experience with maintenance and inspection of at least 50 cranes.

v) NOTE: See Evaluation Factors (Attachment 2) for Measures of Merit for each SUBFACTOR

b) Part II – Price Proposal: In the Price and Offer Documentation Volume, the offeror shall:

i) Provide a cover letter with its Commercial and Government Entity (CAGE) code, Unique Entity Identifier (UEI) number, and Tax Identification number. In the cover letter, provide the name(s), title(s), telephone number(s), email address(es), and fax number(s) of the individual(s) authorized to make decisions on behalf of the offeror regarding the offer submitted, negotiate with the Government, and who can obligate the offeror contractually.

Provide in the cover letter a statement that the offer and prices will remain in effect for 180 days after the date in the synopsitation.

ii) A completed Bid Sheet (Attachment 5). State all prices in United States Currency.

iii) Provide a completed copy of the Standard Form (SF) 1449. The offeror shall complete blocks 17a, 26, 30a, 30b, and 30c of the SF 1449 cover sheet. For purposes of proposal submission, ignore the entry ‘(For Govt. Use Only)’ in block 26. All ‘fill-in’ provisions included in the SF 1449 shall be completed prior to proposal submission. The offeror shall enter unit prices and extended prices for all CLINs. State all prices in United States Currency (USD) using only whole dollar amounts. For recurring monthly CLINs, ensure all prices divide evenly among all 12 months (to avoid potential rounding issues). Signature by the offeror on the SF 1449 constitutes an offer, which the Government may accept.

iv) Provide signed copies of the Standard Form (SF) 30, Amendment of Solicitation/Modification of Contract, for all amendments to the solicitation, if applicable.

v) Provide completed Provisions, Representations, Certifications, Acknowledgements, and Other Statements of Offerors:

(1) NOTE: It is the offeror’s responsibility to submit with its offer all required representations, certifications, acknowledgements, and statements required by the solicitation even if they are not reiterated in this paragraph. The Government’s preference is that representations and certifications, required by the solicitation, are completed online. However, if offerors have not completed representations and certifications required by the solicitation online, they must submit a hard copy of the applicable representations and certifications with their proposals in the same form as incorporated into the solicitation.

vi) Submit any issues the offeror may have with the terms and conditions of the solicitation or exceptions thereto not previously brought to the attention of the CO. Offers must conform to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and shall include the content specified in the table below. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

6) Reference

a) Provisions for reference: FAR 52.209-7 - Information Regarding Responsibility Matters; FAR

52.212-1 - Instructions to Offerors—Commercial Products and Commercial Services

b) Attachment(s) for reference: Attachment 2 –Evaluation Factors

c) Regarding the clause at 52.228-5 – Insurance Work on a Government Installation, see FAR

28.306 for minimum insurance requirements.

7) NOTICE TO OFFEROR(S)/SUPPLIER(S)

a) Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.