Attachment 1 - Instructions to Offerors - FA445225R0047.docx

FA4452-25-R-0047

Attachment 1

Simplified Acquisition Proposal Request (SAPR), Attachment 1

SAPR # FA4452-25-R-0047

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). Contracts awarded under FAR 13 are not subject to FAR 15.3 procedures. Accordingly, award of a purchase order 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. 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.

d. 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. Tonya Hughes at tonya.hughes.2@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.

2. Proposal Preparation.

Offerors submitting a proposal in response to this SAPR shall submit the following volumes as specified in the table below.

a. Offerors’ proposal shall be specific and complete. Legibility, clarity, and coherence are very important. Text shall be black in Times New Roman 12-point font with no bold, italicized, or underlined text. Paragraphs shall be double-spaced with one-inch margins all around. The only information permitted in headers is the SAPR number and the footers shall only contain page numbers. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, design etc. Pages shall be numbered consecutively within each volume. All proposal information shall be submitted in either MS Word or PDF format except for the Pricing Worksheet (Attachment 4). Each volume shall be submitted as a separately labeled electronic file. Offerors shall ensure that pricing information is only included in Volume III – Pricing. Do NOT include any Pricing information in Volume II. 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.

PAGE LIMIT

I

II

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.

b. Volume I: Cover Letter

Cover Letter shall include the following:

i. SAPR number

ii. small business status/categories

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

iv. Commercial and Government Entity (CAGE) Code

v. Unique Entity Identifier (UEI) number

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

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

viii. Statement that the proposal is valid through 31 October 2025, and more specific information if proposing a teaming arrangement.

ix. 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 18 November 2025 will be deemed unacceptable.

c. Volume II: Technical 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.

d. Volume III: 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).

By submission of a proposal, the contractor accedes to all RFP requirements including terms, conditions, and representations.

3. 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 purchase order 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.

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 purchase order to one offeror for this requirement.

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 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. 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 purchase order 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.

4. Evaluation Factors Responses to this SAPR will be evaluated against the following factors and subfactors:

Factor 1: Technical Factor 2: Price

a. FACTOR 1: TECHNICAL

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

Technical – A detailed methodology to take the requirement documents to project completion and an approach for meeting the requirements. Approach includes how the work will transition from one area or element to the next and ensuring the work required in the Statement of Work (SOW) meets applicable codes and regulations. Describe your company’s approach for furnishing all the requirements as specified in the SOW.

Schedule – A total number of calendar days from award the Contractor can begin performance as well as the total number of calendar days to complete performance was proposed. A schedule clearly stated each critical element of the requirement with corresponding completion in calendar days as well as the total proposed project completion in calendar days. The schedule was accompanied by a narrative identifying significant risks and realistic mitigation plan for each risk.

During the evaluation of each proposal, the Government will assign the Factor a rating, as shown below. The offeror must be acceptable for all sub-factors to be deemed acceptable at the factor level.

TABLE A – Technical Ratings

b. FACTOR 2: PRICE

The Government will evaluate the offeror’s price to ensure it is complete and determine whether the proposed prices are fair and reasonable. An Initial Total Evaluated Price (I-TEP) will result from an evaluation of the proposed prices. Should there be any interchanges, any price adjustments will be evaluated resulting in a Final Total Evaluated Price (F-TEP). If there are no price adjustments, the offeror’s I-TEP will become the F-TEP. Pricing is evaluated but not assigned a rating.

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).