Attachment 1 - Section L - Instructions Conditions and Notices to Offerors.pdf

Attachment 1; Section L- Instructions, Conditions, and Notices to Offerors

1. PROGRAM STRUCTURE AND OBJECTIVE

1.1. The Government intends to award a single Simplified Acquisition of Base Engineering

Requirements (SABER) contract providing coverage for on-site facilities located at US

Forces Japan (USFJ) installations Kadena Air Base and Torii Station, as well as several off-site areas located around the island of Okinawa, outlined in Section 01 01 00, paragraph 1.1 of the Master Statement of Work.

1.2. The Government intends to award the SABER with a $49.5M ordering ceiling.

1.3. The Government intends to award the SABER with 36 month base period and two, 12 month option periods.

1.4. This requirement is being conducted as a single award full and open competition acquisition in accordance with FAR 6.102(b), using the North American Industry

Classification System Code (NAICS) 236220, Commercial and Institutional Building

Construction; with the intended result being an Indefinite Delivery-Indefinite Quantity

(IDIQ) contract. All interested vendors capable of fulfilling the requirements of this solicitation are welcome to submit a proposal.

1.5. 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.

1.6. The minimum guarantee for this contract will be the final negotiated price of the Seed

Project. The Government considers the cost of mobilization to be the responsibility of the Contractor and should be accounted for in the offerors overhead when determining the coefficients in the Price Proposal. No separately priced line item for mobilization will be accepted in an offeror’s proposal.

1.7. Funds will not be obligated at the base contract level. Funding will be obligated on each

Task Order (TO) awarded under the base contract. Each individual TO will utilize funds from the fiscal year in which the TO is executed.

1.8. Key Dates

- Day 10; Request for Information I (Phase I Proposal Specific)

- Day 20; Government Response to Request for Information I

- Day 30; Offeror submission of Phase I Proposal, and Request for Information II

- Day 30; Site Visit

- Day 37; Offeror submission of Request for Information II

- Day 45; Government Response to Request for Information II

- Day 60; Offeror submission of Phase II Proposal

2. GENERAL INFORMATION

2.1. This section of the Instructions to Offerors (ITO) provides general guidance for preparation of proposals as well as specific instructions on the format and content. The offerors proposal must include all data and information requested by this provision and be submitted in accordance with these instructions. Nonconformance with the instructions provided may result in an unfavorable proposal evaluation.

2.2. The Government reserves the right to revise or amend any specifications, drawings, or work statements in the solicitation prior to the proposal closing time. Such revisions or amendments will be communicated by amendments to the Request for Proposal (RFP) and posted on the System for Award Management (sam.gov) website. If such amendments require material changes in quantities or prices, the proposal closing date may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include an announcement of the new closing date and time.

2.3. Proposals must be complete, clearly presented, and include sufficient detail for effective evaluation as detailed in Section M of this solicitation and for substantiating validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather provide convincing rationale to address how the offeror intends to meet these requirements. Offerors must assume that the Government has no prior knowledge of the offeror’s facilities and/or experience and will base its evaluation on the information presented in the offeror's proposal.

2.4. Superfluous material not requested by the Government, including but not limited to;

artwork, expensive paper/binding, and expensive visual and other presentation aids are neither necessary nor desired. Any material of the nature included by the Offeror will be counted towards pages limits, and may result in an unfavorable proposal evaluation.

2.5. Any monetary figures cited in the Past Performance portions of these instructions should be cited in US Dollar, however Japanese Yen equivalents are allowed. All amounts will be evaluated in US Dollar and the current Fiscal Year exchange rate of $1.00=¥127.7677

(FY23 rate) will be used to convert Japanese Yen submissions.

2.6. The proposal acceptance period is specified in Block 13, SF 1442, of this solicitation. By signing block 20B of the SF 1442, the Offeror certifies that the proposal is valid from the due date and time listed in block 13A through the entire period specified in block 13D.

2.7. A mandatory proposal conference and organized site visit will take place on Day 30 for the purpose of answering questions regarding this solicitation. Verbal information provided at this conference does not change the written terms and conditions of the solicitation and specifications. The terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments apply.

https://beta.sam.gov/

Site Visit participants will meet at Kadena Air Base, Gate One, at 0900 hours local time.

Offerors must submit the names of all attendees (not to exceed five individuals) to the points of contact listed in Section 2.8. This information must be provided in advance in order to ensure access to the military base/conference site and adequate seating for the conference attendees.

2.8. Points of Contact/Communications/Questions/Clarifications: The Procurement

Contracting Officer (PCO) and Contract Specialist (CS) are the sole points of contact for this acquisition.

- PCO: Mr. Marcus Reedom, marcus.reedom.2@us.af.mil

- CS: SrA Jared Roderick, jared.roderick@us.af.mil

- CS: MSgt Jacob Horton, jacob.horton.1@us.af.mil

All questions/clarifications regarding this solicitation must be submitted in writing. Any questions and subsequent answers will be posted to the System for Award Management

(acquisition.gov) website. It is the responsibility of the offeror to continuously monitor the site for updates.

2.9. In accordance with FAR 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the

Government will destroy all extra copies of unsuccessful proposals.

2.10. Licensing Requirement: Any contract resulting from this solicitation will be awarded and performed in its entirety in Japan. Contractors must be authorized to operate and conduct business in Japan, and must fully comply with all laws, decrees, labor standards, and regulations of Japan during the performance of the contract. Offerors must be registered to do business in Japan and possess a construction license (Kensetsu-Gyo

Kyokasho) issued by the Ministry of Land, Infrastructure and Transport, or prefectural government. As such, offerors must submit a copy of their Japanese Business License and Japanese Construction License with their Phase I Proposal in order to be determined responsible. These licenses do not count against the total page limit of the Phase I

Proposal. Failure to submit the necessary documents may result in an unfavorable proposal evaluation.

2.11. Schedule of Events: The dates outlined below represent mandatory submission dates and projected response dates. If any changes are deemed necessary by the PCO the change will be issued via an amendment executed in accordance with paragraph 2.2 of this provision.

Proposals must be completed, submitted and received by the designated POC’s listed in

Section 2.8 of this provision prior to the time and date specified below. Proposals submitted after any deadlines provided (either Phase I or Phase II) will be deemed late and will not be considered unless the PCO determines the criteria set forth in FAR

15.208 exists.

Should an offeror fail to submit a Phase I Proposal, and the PCO determine the criteria at FAR 15.208 are not present, the offeror will be considered non-responsive regarding the contents of that proposal, no Phase I submissions will be evaluated, and the offeror will not be considered for award.

- Day 10; Request for Information I (Phase I Proposal Specific)

- Day 20; Government Response to Request for Information I

- Day 30; Offeror submission of Phase I Proposal, and Request for Information II

- Day 30; Site Visit

- Day 37; Offeror submission of Request for Information II

- Day 45; Government Response to Request for Information II

- Day 60; Offeror submission of Phase II Proposal

3. GENERAL INSTRUCTIONS

3.1. Offerors are solely responsible for submitting proposals as to reach the Government office designated in this solicitation prior to the time specified in Block 13 of SF 1442.

The Government will only accept electronic submissions either by e-mail or internet file share. Us.af.mil addresses have a maximum allowable file size limit of 20 MBs. It is heavily encouraged that if the offeror’s proposal is near this size limit then the internet file share platform DoD SAFE (https://safe.apps.mil/) be utilized over email. Should

Defense Information Systems Agency (DISA) servers reject emails close to or exceeding the maximum allowable file size limit, the offerors proposal may not be accepted. Paper copies of proposals will not be evaluated, will be rejected, and will not be considered for award. Proposals may be submitted electronically only to the points of contact listed in paragraph 2.8. It is solely the responsibility of the Offeror to confirm the emailed proposals and all applicable attachments were received by the Government prior to the closing of the RFP.

3.2. Electronic files: Offerors must submit all volumes in electronic formats readable by

Microsoft (MS) Word 2013®, MS Excel 2013®, MS Power Point 2013®, or Adobe

Acrobat® as applicable. Hidden fields, comments, macros, etc. must be omitted, and read passwords on files must not be used. The files must be consistently and uniformly named to allow for easy distinction between Volume, Tab, etc. Inclusion of company name or abbreviation is acceptable. No picture shots of Excel spreadsheets are permitted.

All Excel spreadsheets and formulas, if applicable, must be accessible for review if submitted.

3.3. Any proposal, modification, or revision, that is received at the designated Government office after the exact time specified for receipt is late and will not be considered unless the PCO determines the criteria set forth in FAR 15.208 exists.

3.4. Submission, Modification, Revision, and Withdrawal of Proposals: Proposals and modifications to proposals must be submitted electronically showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

3.5. Debriefings: The PCO will promptly notify offerors of any decision to exclude them from the competitive range (if established); whereupon, they may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing. The PCO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

3.6. Page Limitations: Page limitations must be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal; which may result in an unfavorable proposal evaluation. Page limitations may also be placed on responses to Evaluation Notices (ENs), if any, at the PCO’s discretion. The specified page limits for EN responses will be identified in the letters. The following page limitations must be followed for each proposal. Pages must be numbered sequentially by proposal.

Phase I Proposal – Past Performance

Part A; Past Performance: 50 Page Limit

Part B; Teaming/Partnership Agreements: 20 Page Limit

Part C; Kensetsu-Gyo Kyokasho and Site Visit Attendee List: No Page Limit

*Note: The cumulative Page Limit for The Phase I Proposal is 70 pages. Neither

Part A nor Part B are permitted to exceed their stated page limits. Part C does not count towards any page limits.

Phase II Proposal – Technical and Price

Part A; Technical Proposal: Seed Project: 30 Page Limit (excluding cover page)

Part B; Price Proposal: 1 Page Limit

*Note: The cumulative Page Limit for The Phase II Proposal is 31 pages. Neither

Part A nor Part B are permitted to exceed their stated page limits.

3.6.1. For the purposes of formatting, the font type must not be less than 12 point font, and in a font that is easily legible.

3.6.2. Electronic files must be titled appropriately so as to easily discern each Part. Each file must contain a more detailed table of contents to delineate the subparagraphs within that file.

4. OFFERS

4.1. PHASE I PROPOSAL – PART A: PAST PERFORMANCE

4.1.1. The purpose of this proposal is to provide a summary of recent and relevant efforts essentially comparable to this acquisition. The Government will use this information to perform a past performance evaluation as described in Section M.

4.1.2. The submission date for Phase I Proposal – Part A; Past Performance is Day 30.

4.1.3. The offeror must submit the following under Part A of their Phase I Proposal:

- Summary of Previous Recent/Relevant Contracts

- Completed Past Performance Questionnaires

4.1.4. Summary of Previous Recent/Relevant Contracts: Provide a summary of no less than five previous recent/relevant contracts. The summaries must explain what aspects of each contract are deemed recent and relevant as related to the requirements of this solicitation and in accordance with Section M. Failure to provide required relevancy description may impact the confidence rating, (i.e.

aspects of previous projects should match work elements identified in the solicitation/specification). The summaries must include the following:

- Name of project (Contract number, if applicable).

- Name and address of customer or government agency.

- Name, telephone, and email of customer contact or Contracting Officer.

- Total Yen/Dollar value of the contract.

- Period of performance/Start/Completion date.

- Brief description of work performed, and why the effort is relevant.

- Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

If an offeror has no past performance history of relevance, the offeror must submit a

Phase I Proposal that affirms it possesses no past performance history of relevance.

If an offeror with no past performance fails to submit a Phase I Proposal or fails to identify it possesses no past performance history of relevance, the offeror will be considered non-responsive regarding the contents of that proposal, no Phase I submissions will be evaluated, and the offeror will not be considered for award.

4.1.5. Each proposal must provide recent and relevant information regarding an Offeror’s actions under previously awarded contracts.

4.1.6. Recency Assessment: An assessment of the past performance information will be made to determine if it is recent. To be recent, the effort must be ongoing or must have been completed within the past five calendar years from the issuance date of this solicitation. Past performance information that fails this condition may result in an unfavorable proposal evaluation.

4.1.7. Relevancy Assessment: An assessment of the past performance information will be made to determine if it is relevant in scope, magnitude of effort, and complexities this solicitation requires. Relevant past performance consists of the following:

4.1.7.1. Projects involving the type of construction and work elements described in the

SABER Master Statement of Work, attached to this solicitation. Relevant past performance information must demonstrate design and construction experience with contracts that manage multiple simultaneous task order type projects.

Project work elements include (but are not limited to) renovation, alteration and repair, additions and upgrades, heating ventilation and air conditioning

(HVAC), electrical, mechanical, and other major trades.

Managing multiple simultaneous task order type projects is defined as having no less than three active projects at the same time.

4.1.7.2. In addition to the past performance information already requested, the offeror must also submit for evaluation no less than one previous contract effort involving performance with the U.S. Government, and no less than one previous contract effort involving performance in the country of Japan.

For the citations to be considered relevant in scope and complexity, project work elements must include any combination of the following: renovation, alteration and repair, additions and upgrades, heating ventilation and air conditioning (HVAC), electrical, mechanical, and/or other major trades.

4.1.8. Past Performance Questionnaires: The offeror must complete Section A; Contractor

Information, of Attachment 7; Past Performance Questionnaire and email to all past performance references in the list provided. Instruct the reference to return the completed questionnaire electronically via email directly to the POC’s previously indicated in paragraph 2.8 of this provision.

The Past Performance Questionnaire must be submitted to the Government by the reference listed and not the offeror themselves. Questionnaires received directly from the offeror will not be considered responsive and will not be evaluated.

Past Performance Questionnaires are considered part of the Phase I Proposal, thus they must be submitted by the deadline outlined in this provision, and will count towards the page total cited. Evaluators are only allowed to use the Attachment 7;

Past Performance Questionnaire. Altered or substituted questionnaires will not be evaluated. Past Performance Questionnaires will only be accepted electronically.

Offerors are responsible to ensure questionnaires are transmitted to their references, and to indicate to which references the questionnaire was sent.

4.1.8.1. In lieu of a Past/Present Performance Questionnaire, if a project is currently available in the Contractor Performance Assessment Reporting System

(CPARS), the offeror must attach the evaluation to the questionnaire with the solicitation number and submit directly to the to the individuals indicated in this section before the submission deadline for the Phase I Proposals.

4.2. PHASE I PROPOSAL – PART B: TEAMING/PARTNERSHIP AGREEMENTS

4.2.1. (Include only if applicable) Offerors must include any written contract/teaming arrangement agreements. These may include any partnerships between Japanese and

U.S. firms to show relevance. All written contract teaming arrangements and letters of intent must be signed by all parties.

4.2.2. For offerors in a teaming arrangement where two or more companies for a partnership or “joint venture”, any past performance information requested in this provision will be accepted from either entity, on the basis that at least one submission that meets the requirements outlined in Section M of this solicitation is made by each entity.

4.3. PHASE I PROPOSAL – PART C: KENSETSU-GYO KYOKASHO AND SITE VISIT

ATTENDEE LIST

4.3.1. Offerors must include their Japanese construction license(s) as outlined in paragraph 2.10 of this provision. Failure to submit the necessary license(s) as directed may result in the offeror being deemed non-responsive and subsequently removed from award consideration.

4.3.2. Offerors must include their Site Visit Attendee List as outlined in paragraph 2.7 of this provision. Failure to submit this list will prevent the offeror from attending the mandatory site visit, be deemed non-responsive, and subsequently removed from award consideration.

4.4. PHASE II PROPOSAL – PART A: TECHNICAL CAPABILITY

4.4.1. The offeror must submit a Task Order Proposal based on Attachment 8; Seed

Project, of this solicitation. The submission must include a cover page and the below documents.

4.4.1.1. Construction/Design Narrative: Submit a Construction/Design Narrative that consists of no more than a single page (adhering to the sizing and font requirements outlined in this provision) per applicable engineering discipline

(mechanical, electrical, civil, structural, environmental, architecture) that describes the offeror’s intent to satisfy the requirements outlined in the Task

Order.

4.4.1.2. The Contractor must submit a performance schedule using the AF IMT 3064.

The form must show major measurable line items of the construction project, percentage/value each line item represents in the total proposal cost and a timeline when each line item is scheduled to be completed.

4.4.1.3. Seed Project Price Proposal. The TO proposal prices must be calculated using

Gordian Construction Task Catalog (CTC) and the approved software program, RSMeans. The Seed Project Task Order price must be used to demonstrate the offerors understanding of pricing IAW the Gordian CTC and the offerors own proposed coefficients. Proposals must include any/all Unit

Price Book (pre-priced) and non-pre-priced items, subtotals, application of the appropriate proposed coefficients and total proposed price

4.5. PHASE II PROPOSAL – PART B: PRICE

4.5.1. The Price (coefficient) is the offeror’s pricing factor that is multiplied against the

Unit Price Guide (UPG) unit prices in calculating Task Order prices. Per Section A, Paragraph 3.0 of the SABER Master Statement of Work, the Gordian CTC

(RSMeans) must be used as the UPG. The coefficient is reflected as a percentage increase (e.g., 1.10) or decrease (e.g., 0.95) to the UPG.

The price (coefficient) must be inclusive of all costs incurred during the performance of each Task Order. See Section A, Paragraph 3.0 and Section B, Paragraph 2.2 of the SABER Master Statement of Work for more information.

4.5.2. Offerors must complete the spreadsheet found at Attachment 5; Price Schedule by inputting proposed coefficients for each line item for each category of coefficient across the projected life of the contract. Offerors are only permitted to fill out proposed magnitudes and proposed coefficients; other cells will remain locked.

The spreadsheet will automatically calculate a Total Evaluated Price (TEP) that will be utilized in the Price evaluation. The TEP will be calculated by the Government

Price Analysis Team using a set predetermined dollar figure, weighted according to the estimated work distributions outlined in Attached 5; Price Schedule.

4.5.3. The PCO has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial proposals, if, in the PCO's opinion, there is adequate competition, no additional information will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition the PCO determines that adequate competition no longer exists, offerors may be required to submit information to the extent necessary for the

PCO to determine the reasonableness and affordability of the price.