Attachment 11 - Instructions to Offerors.pdf

Attachment 11 SP4500-20-R-0022 Page 1 of 7

ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS

TECHNICAL PROPOSAL

1.1 The Offeror must explain the technical approach(es) that will be used to transport, dispose, recycle, demilitarize if necessary, and account of hazardous waste/material sent for ultimate disposal. The Offeror shall describe the processes, methods, facilities, equipment, tools and/or technique(s) associated with the proposed approach that will be utilized in the performance of this contract. The Offeror should describe how the proposed technical approach is similar to its commercial practices. To help Offerors prepare this portion of their proposal, relevant sections of the solicitation have been referenced in the corresponding subparagraphs below. These references are provided as guidance and may not be all-inclusive; the Offeror is ultimately responsible for ensuring its proposal is fully responsive to all solicitation requirements.

1.2 Format. The Offeror shall submit documentation subject to the requirements in this provision by email in response to this solicitation. The management plan will be the most important factor in evaluating the degree to which the Offerors claims of performance capacity are supported; and ability of the Offeror to perform. The documentation submitted shall be in sufficient detail to demonstrate the Offerors understanding of the scope of the work effort required and the degree of difficulty involved. The Technical Proposal shall begin with and adhere to the following:

1.2.1 Company Name: The company name shall appear on the title page only. All other references to the company name shall be removed from the Technical Proposal.

1.2.2 Title Page: "Technical Proposal". The title page of each Technical proposal shall include: solicitation number of the Request for Proposal (RFP); the company name of the Offeror; and the Offerors position regarding disclosure of proprietary or similar proposal data.

1.2.3 Table of Contents: The table of contents shall identify the major sections of the Technical Proposal and show location and page numbers of each section.

1.3 Management Plan. Provide and maintain a Management Plan as a program/project event and process plan for all efforts of Program Management, Training, Logistics, and Accounting. This should be a detailed description and demonstrate an understanding of the approach planned to accomplish the tasks necessary for collection, transportation, processing and recycling/disposal of regulated and non-regulated waste/materials from all sites while complying with all applicable international, Iraqi, state, and local laws and regulations.

This plan is best demonstrated through a Work Breakdown Structure, listing each element, timelines, milestones, and resources required.

1.3.1 Organizational Structure. The plan shall include the organizational structure, subcontractors, and key personnel to be used on the proposed contract. If subcontractors will be used, submit a complete list including name, address and telephone number, and type of service each subcontractor will provide (i.e. transportation, collection, disposal, etc.).

Supervisors, team leaders, and team members shall be specified by name. Offerors must also demonstrate the qualifications of personnel to perform services listed. Work experience, training or educational experience should be submitted for each key employee scheduled to perform under the proposed contract.

1.3.2 If applicable, provide a transition plan detailing procedures to move from incumbent contractor controlled processes to newly awarded contractor management. The transition plan will also include establishing equipment, material handling equipment, personnel and a timeline.

1.3.3 Describe the logistics strategy for ensuring timely removal for all of the sites. Explain segregation strategy/collection

Attachment 11 SP4500-20-R-0022 Page 2 of 7 points for materials. Describe which Government Furnished Services and Equipment the contractor proposes to utilize, and for what period of time. Included in this strategy will be the plan for the removals of small generations. The proposal must explain the process clearly.

1.3.4 Provide a plan for assuring safe, timely, secure, and compliant disposal of government waste throughout pickup, transportation, and disposal process. Explain the procedure to be used to segregate, account, and process all waste disposed under this contract. Identify the facilities and transporters expected to be used for transportation and waste disposed via this contract. See 1.4 Disposal Plan below.

1.3.5 Outline the treatment/disposal/demilitarization/recycling processes to be used for ultimate disposal of waste sent for disposal via this contract.

1.3.6 Include plan for the accounting to assure proper tracking from pick up to ultimate disposition.

1.3.7 Explain the strategy to coordinate and fulfill Customs duties, Basel requirements, and other requirements as required.

1.3.8 Training Plan. Documentation on the contractor's training program sufficient to demonstrate compliance with host nation, state, and local training requirements for regulated and non-regulated waste handling, transportation, and disposal. The Offeror must submit any documentation regarding training for safety as well as any other required training to provide a safe environment for personnel working on the contract.

1.3.9 Quality Control Procedures. The offer shall provide evidence of existing quality control procedures he/she will employ during the performance of this contract. Such evidence could include proof of certification with an existing "quality standard" such as ISO 9000 and ISO 14000. If the Offeror does not currently possess such a certification, he/she may describe the quality control procedures to be used under the proposed contract. The plan should include quality control procedures and Management Method Codes (MMC) on ultimate disposal processes.

1.3.10 Safety. Describe the approach for furnishing safety equipment, training, and the activities that comply with Iraqi, state and local safety regulations. For positions that require safety training and environmental training, include the information in the TRAINING portion of the proposal.

1.3.11 Security.

1.3.11.1 Describe the physical security measures to be implemented at the pickup locations for security of waste, including the prevention of the improper comingling of waste. Provide the security measures to be taken in the case of discovery of an incident involving a breach of physical security or a suspected criminal act affecting this contract.

1.3.11.2 The Government does not intend to release material possibly possessing an explosion hazard (MPPEH), biological, US Federally controlled, classified, or radioactive materials under this contract. Nonetheless, describe the procedures to be implemented should any of these wastes/materials be discovered at any part of the disposal process, and what actions will be taken to prevent physical loss or compromise. Should any items outlined in this paragraph be discovered, describe procedures to be taken for protection of personnel and property.

1.3.11.3 Describe the procedures for notification of the Contracting Officer in the event of suspected theft, spill, release, or other loss of control of Government waste/property.

1.3.11.4 Other. Provide any other information the Offeror believes is necessary in explaining the successful completion of this contract related to requirements, schedule, etc.

Attachment 11 SP4500-20-R-0022 Page 3 of 7

1.4 Disposal Plan

The US Government will not seek facility or equipment permits for regulatory compliance. Therefore, Offerors must understand that if they propose changes to current operations that trigger permitting requirements, this will be evaluated negatively, unless the Offeror can establish that they have or can obtain the appropriate permits. The US Government requires identification of all TSDR facilities to be used under this contract, including interim storage facilities. The Offeror shall include all TSDR facilities to which the waste/material is delivered and subsequently disposed. The Offeror will submit a transporter profile sheet for each transporter planned to move waste from US Government locations to TSDFs. Facility and Transporter Profile Sheets are located in Attachment 14. All TSDRs and transporters must be on the Qualified Facilities List (QFL) and Qualified Transporters List (QTL) prior to being utilized. The QFL/QTL can be found at:

https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/QualifiedFacilitiesList/. For instructions on how to request that a facilty be added to the QFL, send inquiries to: TSDFandTransporterInquiries@dla.mil.

1.4.1 Facility Profile Sheet - A Facility Profile Sheet (Attachment 14) must include a description of the treatment processes used at the facility (CLINs) proposed for disposal at each facility.

1.4.2 Facility Permits/Licenses - Provide a copy of the facility permit or license, which allows treatment, storage, and/or disposal of regulated and non-regulated wastes. The Offeror will also provide an English translation of the permit. If the permit is too large to fully translate, a translated extract may be provided. Both the permit and extract are required; the English extract cannot be substituted for the permit. The extract must include the following:

1.4.2.1 Name and address of the issuing authority

1.4.2.2 Processes for which the permit was obtained

1.4.2.3 Wastes that may be accepted at the facility

1.4.2.4 Permit expiration date

1.4.2.5 Telephone number of facility

1.4.2.6 Disposal, treatment, recycling processes authorized within the permit

1.4.3 Transportation Profile Sheet: A Transportation Profile Sheet (Attachment 14) must be completed for each intended transporter. A single transporter may be used for multiple CLINs as permitted. All contract CLINs must have an identified transporter.

https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/QualifiedFacilitiesList/ mailto:TSDFandTransporterInquiries@dla.mil

Attachment 11 SP4500-20-R-0022 Page 4 of 7

DLA DISPOSITION SERVICES ELECTRONIC PROPOSAL GUIDANCE

You must submit your offer/quote via email. Offers or quotes submitted in paper form are unacceptable and will be returned. You must submit your electronic proposal and any supplemental information (such as spreadsheets, backup data, and technical information), using any of the following acceptable electronic formats: files readable using these Microsoft Office® Products: WORD, EXCEL, POWERPOINT, or ACCESS; spreadsheets must be sent in a file format that includes all formulas, macro and format information (scanned document that cannot show the calculations is not acceptable); files in Adobe® PDF (Portable Document Format); files in HTML (Hypertext Markup Language), HTML documents must not contain active links to live Internet sites or pages, all linked information must be contained within your electronic offer and be accessible offline.

Other electronic formats – before preparing your offer/quote in any other electronic format, you must send an e-mail to the Primary Point of Contact listed for this Contract Opportunity to obtain a decision as to the format’s acceptability. This e-mail must be received by the P.O.C. no later than seven calendar days before the closing date.

Failure to e-mail the P.O.C. within this timeframe to seek an alternate format’s acceptability may result in rejection of your submission. All alternate methods must be at no cost to the Government.

Questions must be emailed directly to the Primary Point of Contact listed for this Contract Opportunity.

Maximum size of each e-mail message shall be five megabytes. You may use multiple e-mail messages for each submission; however, you must annotate the subject lines as described above for each message, and number them in this manner: “Message 1 of 3, 2 of 3, and 3 of 3.” DLA DISPOSITION SERVICES cannot guarantee the security of the offer;

offers are submitted at the Contractor’s risk.

Late rules are outlined in FAR 52.212-1(f). Pay particular attention to the provisions that relate to the timing of e-mail submissions.

Security Note: If you choose to password-protect your offer, you must provide the password to DLA DISPOSITION SERVICES before the closing date. Contact the Primary Point of Contact listed for this Contract Opportunity to arrange a means of providing it.

See FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

Offerors shall make every effort to ensure that their submission is virus-free, due to information technology security software currently in use which may block transmission of messages/proposals if the email or attachment(s) contain anything that is suspected of containing viruses or malicious content. Offerors are cautioned to contact the Contracting Officer to verify receipt of their proposal well before the time due for bids, in order to allow time for alternate means of transmission, if needed. Offerors remain responsible for ensuring proposals are received by the Contracting Officer before the specified time, and extensions will not be granted in the event a particular offeror’s proposal is found to have been blocked. Submissions (or portions thereof) submitted which DO reflect the presence of a virus, or which are otherwise rendered unreadable by damage in either physical or electronic transit, shall be treated as “unreadable.”

Attachment 11 SP4500-20-R-0022 Page 5 of 7

1.0 PERIOD FOR ACCEPTANCE OF OFFERS

FAR 52.212-1(c) is revised as follows: The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

1.1 ELECTRONIC (PAPERLESS) PROPOSAL RESPONSE REQUIRED

(a) DLA Disposition Services will not accept paper proposals/offers in response to this solicitation. You are required to submit your offer via email. Offers submitted in paper form are unacceptable and will be returned. You must submit your proposal and any supplemental information (such as spreadsheets, backup data, and technical information), using any of the following acceptable formats:

(1) Files readable using these Microsoft Office Products: WORD, EXCEL, POWERPOINT, or ACCESS. Spreadsheets must be sent in a file format that includes all formulas, macro and format information. Print image (scanned document that cannot show the calculations) is not acceptable.

(2) Files in Adobe PDF (Portable Document Format).

(3) Files in HTML (Hypertext Markup Language): HTML documents must not contain active links to live Internet sites or pages. All linked information must be contained within your electronic offer and be accessible offline.

(4) Other electronic formats: Before preparing your offer in any other electronic format, you must send an e-mail to adrianne.gelletich@dla.mil and melissa.herrick@dla.mil, to obtain a decision as to the format’s acceptability.

This e-mail must be received no later than ten calendar days before the closing date. Failure to e-mail within this timeframe to seek an alternate format’s acceptability may result in rejection of your submission. All alternate methods must be at no cost to the Government.

(b) Offers are submitted at the Contractor’s risk. DLA Disposition Services cannot guarantee the security of the offer. If you choose to password-protect your offer, you must provide the password before the closing date. Contact adrianne.gelletich@dla.mil and melissa.herrick@dla.mil, to arrange a means of providing it. Information technology security software is currently in use which may block transmission of messages/proposals if the email or attachment(s) contain anything that is suspected of containing viruses or malicious content. Offerors shall make every effort to ensure that their submission is virus-free. Submissions (or portions thereof) submitted which do reflect the presence of a virus, or which are otherwise rendered unreadable in their electronic format, shall be excluded from further consideration.

(c) Offerors are advised to verify receipt of their proposal well before the time due for bids, in order to allow time for alternate means of transmission, if needed. Offerors remain responsible for ensuring proposals are received on time.

Late rules are outlined in FAR 52.212-1(f).

1.2 BASIC AND OPTION PERIOD UNIT PRICING – ATTACHMENT 1

(a) Offerors are cautioned against offering more than one price, a range of prices, or a split bid with respect to any contract line item and are advised that, for purposes of this procurement, DLA Disposition Services will consider any such method of pricing to be a material deviation from the bid schedule and/or a nonconforming proposal that will be excluded from further consideration. Offerors must list only one price for any individual CLIN in any single contract period.

(b) Zero (0) unit pricing will NOT be accepted. Any proposal submitted containing Zero (0) unit pricing will be excluded from further consideration.

1.3 PAST PERFORMANCE PROPOSAL

(a) The offeror is required to provide any current relevant information regarding the level of performance, in terms of delivery and quality achieved under either Government or commercial contracts for the same or similar services within mailto:adrianne.gelletich@dla.mil mailto:melissa.herrick@dla.mil mailto:adrianne.gelletich@dla.mil

Attachment 11 SP4500-20-R-0022 Page 6 of 7 the last 2 years. The information provided should support a qualitative review of the offeror’s record of performance in the areas of quality, adherence to contract schedules, management of the contract and regulatory compliance.

Additionally, if performance deficiencies were identified what were they and what corrective action was taken.

(b) Attachment 13 - Past Performance Questionnaire contains a document that must be used by the reference to evaluate an offeror’s past performance, the past performance of their principal subcontractor(s), and/or key employees of their firm. The offeror shall provide the past performance questionnaire to the reference they identify on page two of the questionnaire. The past performance reference shall independently submit the completed questionnaire to adrianne.gelletich, melissa.herrick@dla.mil, and hazardouscontractseast@dla.mil prior to the closing date of the solicitation. Any past performance surveys received after the date of closing or directly from the offeror will not be considered in the past performance evaluation. The offeror is responsible for ensuring references submit past performance surveys; the Government will not be contacting references to obtain a survey on behalf of the offeror.

(c) The offeror shall complete the first two pages of the questionnaire and include these two pages (for each reference) with their proposal. On these pages, the offeror shall identify the reference’s name, telephone number, contract number, contract type, dollar value, contract award and completion dates, point of contact, description of worked performed, and e-mail address. The description of work performed shall be in sufficient detail to explain how each reference relates to same or similar requirements of the instant solicitation in areas such as number of pickup locations, complexity, scope and magnitude of the services to determine the relevancy of the work.

(d) If the offeror elects to provide principal subcontractor past performance, the offeror shall provide the principal subcontractors’ consent allowing the Government to disclose negative past performance information to the offeror.

(e) References and corresponding reference questionnaires are limited to three projects considered by the offeror to be the most relevant to the requirements of this solicitation. If more than three reference questionnaires are received, the Government will consider the first three projects based upon the date and time the reference questionnaires are received.

(f) A past performance questionnaire is not required for any DLA Disposition Services Hazardous Waste Disposal contract that is submitted as a past performance reference; however, the offeror must identify the contract(s) they would like used as a reference.

(g) The Government will not evaluate a reference, if no corresponding past performance questionnaire is received, unless the Government has other past performance data readily available to evaluate the reference. If the Government receives a past performance questionnaire from a reference and there is no information in an offeror’s proposal regarding that reference, the reference will not be considered.

(h) The submission of a past performance proposal is required from all offerors. If an offeror does not have any past performance references, the offeror must at least state they do not have any past performance to provide. Otherwise, they may be considered non-responsive and excluded from the competition. Offers received that have no references to evaluate will be considered to have no identifiable past performance and will be evaluated in accordance with the Past Performance Evaluation section in this solicitation.

1.4 PROPOSAL SUBMISSION FORMAT AND CONTENT

mailto:hazardouscontractseast@dla.mil

Attachment 11 SP4500-20-R-0022 Page 7 of 7

(a) The subject line of the email(s) submitted must read, “OFFER SP450020R0022, COMPANY NAME, Due 14 Aug 2020.”

The maximum size of each email, including all attachments, shall not exceed 10MB. You may use multiple email messages; however, you must annotate the subject lines in this manner: “Message 1 of 3, 2 of 3, and 3 of 3.”

(b) The following information must be furnished via email with your proposal. Proposals which do not provide the required information may be excluded from further consideration.

(1) FORMAT: Proposals shall be submitted in distinctly severable parts consisting of the following volumes: Volume I and Volume II. Electronic proposal submissions shall consist of one copy, with separately titled files for each volume, as follows:

• VOLUME I: Proposal Certifications and Price Schedule.

• VOLUME II: Past Performance Information.

• VOLUME III: Technical Proposal

(2) MINIMUM CONTENT:

• VOLUME I (Proposal Certifications and Price Schedule) shall contain, but not be limited to:

The name, CAGE, address, and telephone number of the offeror with a statement specifying the extent of agreement with all terms, conditions, and provisions included in solicitation SP450020R0022 (in accordance with Submission requirements of 52.212-1(b);

If applicable, acknowledgment of any amendments.

The completed schedule of prices for each period of performance, Attachment 1;

The completed DLA Disposition Services - Contractor Representative, Attachment 2; and 52.212-3, Offeror Representations and Certifications Commercial Items.

• VOLUME II (Past Performance Information) shall contain the following:

See clause Past Performance Proposal and Evaluation for past performance proposal submittal requirements, Attachment 12.

• VOLUME III (Technical Proposal Information) shall contain the following:

See clause Technical Proposal and Evaluation for Technical proposal submittal requirements, Attachment 12.