Attachment 1 - Instructions to Offerors - FA445225R0006.pdf

FA4452-25-R-0006

Attachment 1

Simplified Acquisition Proposal Request (SAPR), Attachment 1

SAPR# FA4452-25-R-0006

Instructions to Offerors/Basis of Award

1. Instructions to Offerors.

A. This is a competitive selection conducted in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 13, fully set aside for Small Business (SB). Both Area 1 and Area 2 anticipated Blanket Purchase Agreements (BPAs) will be set aside for Small Business.

Contracts awarded under FAR 13 are not subject to FAR 15.3 procedures. Accordingly, award of a BPA under this SAPR, should an award be made, shall follow the procedures outlined in FAR 13, as supplemented.

B. The proposal submitted in response to this SAPR must be in compliance with the terms and conditions of the requirements as stated in the SAPR and attachments. All claimed capabilities to meet the requirements shall be supported and are subject to verification by the Government. Non-conformance with these instructions may result in rejection of the proposal, an unfavorable proposal evaluation, or being deemed ineligible for award.

C. Exceptions and Discrepancies. Offerors must clearly identify any exception to SAPR terms and conditions and shall provide complete supporting rationale using the format and content of the table below for any such notice. The Government reserves the right to determine any such exceptions as unacceptable. Any exception determined unacceptable by the Government may result in the Offeror’s proposal being determined unacceptable and ineligible for award. Additionally, if the Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the CS via email. If the CO determines the error or omission to be substantive, an amendment to the SAPR may be issued. Any exceptions or discrepancies should be emailed to the Contract Specialist (CS) at elijah.dodd@us.af.mil no later than (NLT) 12:00 PM (Central Time), Tuesday 13 May 2025.

SAPR EXCEPTIONS

SAPR Document Page/ Paragraph Requirement/ Portion

Rationale

PWS, ITO,

Evaluation Factor, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

D. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal 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 or experience and will base its evaluation on the information presented in the Offeror's proposal.

E. Ordering Periods Area 1 BPA: 11 June 2025 – 10 June 2030 (with optional EOS extending to 10 December 2030). Area 2 BPA: 01 January 2026 – 10 June 2030(optional EOS extending to 10 December 2030).

F. Organizational Conflict of Interest (OCI). Offerors shall identify any conflict of interest or appearance issues which may be a potential OCI IAW FAR Subpart 9.5, as supplemented, and any clause(s) that govern the BPA. At the time of submitting a proposal, an Organizational Conflict of Interest Identification and Mitigation Plan or a statement that no OCI exists shall be included within the Offeror’s Volume I, Cover Letter. The Government-accepted Organizational Conflict of Interest Identification and Mitigation Plan shall be incorporated by reference into the resultant BPA. Offerors are responsible for immediately notifying the Contracting Officer should any potential conflict of interest arise at any time prior to and/or after BPA award.

G. Proposal Submission. Each Offeror shall submit their proposal electronically to the email box of Contract Specialist (CS), Mr. Elijah Dodd at elijah.dodd@us.af.mil and CO, Ms.

Monica Holtmann at monica.holtmann@us.af.mil. The proposal shall be submitted no later than the required proposal due date and time. The electronic submission shall reference the complete SAPR number in the subject line. Failure to provide the items listed above and below may render your proposal incomplete. Only one proposal shall be submitted, per Offeror, in response to this SAPR. Proposals received after the date/time specified will not be evaluated.

H. Offerors submitting a proposal in response to this SAPR shall submit the following volumes as specified in the table below. Offerors proposal shall be specific and complete.

Legibility, clarity, and coherence are very important. Text shall be single-spaced, with one-inch margins all around. Font shall be no less than Times New Roman 10 pt. or no more than Times New Roman 12 pt. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems, and layout, implementation schedules, plans, etc. Pages shall be numbered consecutively within each volume. All proposal information shall be submitted in either MS Word or PDF format except the for the Pricing Worksheet (Attachment 3). Each volume shall be submitted as a separately-labeled electronic file. Offerors shall ensure that pricing information is only included in Volume II – Pricing. Do NOT include any Pricing information in Volume I. All unit and extended prices provided shall be rounded to the nearest dollar. Extended prices shall be divisible by the number of units proposed with no fractional cents. Offerors shall submit their proposal in accordance with the table below and reference the complete SAPR number in the subject line.

VOLUME

REFERENCE

TITLE

MAXIMUM

NUMBER OF

PAGES

I Cover Letter

No Page Limit

Factor 1 Technical Approach

II Factor 2 Price No Page Limit.

Pricing Excel Worksheet included as an attachment to be filled out by offeror.

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the Government’s evaluation of the proposal. If Interchange Notices (INs) are required, page limitations may be placed on responses to INs. The specified page limits for IN responses will be identified in the letters forwarding the INs to the Offerors. Each page shall be counted except the following: blank pages, cover pages, table of contents, tabs, glossaries, Provisions and Clauses, Attachment 4 Pricing Worksheet, and Organizational Conflict of Interest and Mitigation Plan.

(1) Volume I: Cover Letter

Cover Letter shall include the following:

- SAPR number

- small business status/categories

- company primary and alternate points of contact with email/phone and who is authorized to contractually obligate the company

- Commercial and Government Entity (CAGE) Code

- Unique Entity Identifier (UEI) number

- Statement that the company understands the requirements specified and will meet the performance standards and requirements therein

- Offeror shall address any assumptions to the Contracting Officer or provide a statement that no assumptions are made of the requirements

- Statement that the proposal is valid through 10 June 2025, and more specific information if proposing a teaming arrangement.

o If proposing a teaming arrangement, Offeror shall provide: Company Name, CAGE Code, UEI Code, Business Size, and any other important information.

*Proposals not valid through DAY MONTH YEAR will be deemed unacceptable.

(2) Volume I: Technical Approach

The Offeror shall provide, as specifically as possible, the actual methodology you would use for accomplishing/satisfying the evaluation criteria specified. Address your technical solution for meeting or exceeding the government’s performance or capability requirements of each Subfactor. All the requirements specified in the SAPR are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the SAPR. Do not merely reiterate the objectives or reformulate the requirements specified in the SAPR.

(3) Volume II: Price

The offeror shall submit pricing information to support the completeness and reasonableness of their proposed prices for all CLINs. The pricing information submitted shall fully support the requirements in the PWS. This Volume shall include the Pricing Worksheet (Attachment 4).

2. Basis of Award:

Award will be made in accordance with (IAW) the procedures specified in this SAPR, and on the basis of the lowest price proposal that is technically acceptable. A BPA may be awarded to the contractors that are deemed responsible IAW FAR 9.1, as supplemented, whose proposal conforms to the SAPR's requirements (to include all stated terms, conditions, representations, certifications, and all other information required by the SAPR instructions) and is judged to represent the technically acceptable proposal with the lowest complete and reasonable price per each Area (Area 1 (51-53) and Area 2(54-56)).

First, the Government will rank the proposals which conform to the SAPR's requirements from lowest price to highest price for each area listed above. These proposals will have their price evaluated utilizing Total Evaluated Price (further explanation provided below).

The Government will award a BPA to one offeror for each area of this requirement. An offeror may submit a proposal for only one area of this requirement or for both areas.

Therefore, an offeror may be awarded a BPA for one, or both areas listed. Regardless, the Government intends to award no more than two BPAs in total.

Interchanges are fluid interaction(s) between the CO and the Offerors that may address any aspect of the proposal and may or may not be documented in real time. The Government intends to make award based on the initial proposal submissions without conducting interchanges. Therefore, each offer should contain the Offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to hold interchanges if, during any portion of the evaluation, it is determined to be in the best interest of the Government. Interchanges may be conducted with none, one, all, or a limited number of Offerors to address any issues, to include Technical and/or Price, if necessary. The Government is not required to conduct interchanges with any or all Offerors responding to this SAPR. Offeror responses to INs will be considered in making the best value selection decision.

If the lowest priced proposal for each area is technically acceptable, complete, reasonable, and balanced, this Offeror's proposal represents the best value to the Government and award will be made to that Offeror. If the lowest priced proposal is not technically acceptable, the Government will consider the correction potential and may enter into interchanges with that contractor. If after interchanges with that Offeror, their proposal is technically acceptable and remains the lowest priced (complete, reasonable and balanced), the BPA will be awarded to that Offeror. If the Government deems the proposal not easily correctable, or if at any time it becomes other than the lowest priced proposal, the next lowest priced proposal will be evaluated for technical acceptability.

Interchanges will take place as necessary or deemed appropriate by the Government. The evaluation process will continue until reaching a technically acceptable proposal that is reasonable, complete and balanced, or until all proposals are evaluated.

3. Evaluation Factors

A. Responses to this SAPR will be evaluated against the following factors and subfactors:

Factor 1: Technical

Factor 2: Price

FACTOR 1: TECHNICAL

Under this factor, the Government will evaluate the Offeror’s proposed technical approach based on the following:

Sub-Factor 1: Technical approach

Sub-Factor 2: Labor and Equipment

Sub-Factor 3: Experience

Sub-factor 1: Technical Approach

Under this sub factor, the Government will evaluate the offeror’s proposed approach based on the following:

Describe your company’s approach for furnishing all services as specified in the PWS.

Describe your company’s quality control program as specified in Part III of the PWS.

Sub-factor 2: Labor and Equipment

Under this sub-factor, the Government will evaluate the offeror’s proposed approach based on the following:

Describe your company’s approach to ensure adequate personnel for labor and supervision to fulfill the requirements of the PWS.

Describe your company’s approach to provide adequate equipment, supplies and material to fulfill the requirements of the PWS.

Sub-factor 3: Experience

Under this sub-factor, the Government will evaluate the offeror’s experience based on the following:

Experience with packing, loading and containerization of personal property for onward movement.

Experience with tagging, inventorying and packing of personal property.

Experience with delivery of personal property.

Experience with maintaining adequate facilities and serviceable equipment

During the evaluation of each proposal, the Government will assign each subfactor a rating, as shown below, to identify an offeror’s ability to accomplish each factor. The offeror must be acceptable for all sub-factors to be deemed acceptable at the factor level.

TABLE A – Technical Ratings Rating Description Acceptable Proposal meets the requirements of the SAPR.

Unacceptable Proposal does not meet the requirements of the SAPR.

FACTOR 2: PRICE

Price proposals should support the proposed Factors and will be evaluated for Total Evaluated Price (TEP). The TEP will be evaluated in terms of completeness and reasonableness. Offerors whose price is determined to be incomplete or unreasonable will not be considered for award.

The Initial Total Evaluated Price (I-TEP) will be calculated as the sum of the Offeror’s proposed prices submitted for the phase-in/base period, four 12-month option periods, and the six-month Option to Extend Services (EOS) (calculated using the monthly cost of option period 4 multiplied by six). Evaluation of options shall not obligate the Government to exercise such options. The six-month EOS is IAW FAR 52.217-8, "Option to Extend Services," and will only be utilized if necessary. The six-month EOS is not to be considered part of any option period and will be a separate option exercised if utilized. After any interchanges, if necessary, the Government will evaluate the Final TEP (F-TEP). If interchanges do not occur, the I-TEP will become the F-TEP.

Applicable definitions for price completeness and reasonableness are outlined below:

Completeness - The proposal will be reviewed to determine the extent to which all the price elements have been addressed. The Offeror’s price proposal will be evaluated to ensure continuity and traceability of prices to the technical proposal and between the initial submission and any revisions thereto. The review will determine the adequacy of the Offeror's proposal in addressing and fulfilling the SAPR requirements.

Reasonableness - For a price to be reasonable, it must represent a price to the Government that a prudent person would pay in the conduct of competitive business. The

Government will determine prices fair and reasonable through the use of one or more of the price analysis techniques at FAR 13.106-3(a).

NOTE: If a vendor wishes to price an item as $0.00 in the pricing worksheet, they may leave the desired cell blank. Filling in the pricing cell as $0.00 will render the same result as this is the default. Bids will not be rejected if a cell is not priced, however bids will be considered final and if awarded the vendor cannot bill against that item priced as $0.00.

4. Although past performance may not be used as an evaluation factor, the contracts/task orders submitted by the Offeror to meet Subfactor 3, Technical Experience, and the information obtained from other sources available to the Government such as Assessment or Integrity Reports from CPARS and/or telephone calls to POCs listed above will be used as part of the responsibility determination made IAW FAR 9.104-1. The Government reserves the right to obtain information relative to present and past performance on its own.