Attachment 12 - Addendum FAR 52.212-1, Instructions to Offerors.pdf

FAR 52.212-1 Addenda -Instructions to Offerors

Addendum to FAR 52.212-1 Instructions to Offerors - Commercial Products and Commercial

Services (September 2023)

(a) Paragraphs 52.212-l(b), "Submission of offers", 52.212-l(e), "Multiple Offers", and

52.212-l(f), "Late submissions, modifications, revisions, and withdrawals of offers" are deleted in their entirety and replaced with 52.215-l(c), "Submission, modification, revision, and withdrawal of proposals", and 52.215-l(f), "Contract award", incorporated by reference.

(b) Paragraph 52.212-l(c), "Period for Acceptance of Offers," is tailored as follows: "The

Offeror agrees to hold the price in its offer firm for 180 calendar days from the date specified for receipt of offers."

( c) The following is inserted as a new paragraph (m) of the provision 52.212-1:

(m) Proposal Preparation Instructions.

(1) Proposal Preparation. To ensure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined to be not eligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale in Part I - Summary and

Miscellaneous Data. Each proposal shall consist of four ( 4) separate parts/files; Part I -

Summary and Miscellaneous Data, Part II - Technical Proposal, Part III - Past

Performance and Small Business Commitment Document, and Part IV - Price Proposal.

(2) General Information

(i) Documents submitted in response to this RFP must be consistent with the following:

(A) Requirements of the solicitation (CLINs and PWS).

(B) FAR 52.212-1 Instructions to Offerors - Commercial Products and

Commercial Services, of the solicitation.

Attachment 12 - FA500025R0007

(C) If a Part in a proposal exceeds the page limit specified for that Part, the excessive pages will not be evaluated.

(D) Each Part shall be complete in itself and shall not reference information contained in other Parts. All pages shall be numbered.

(E) Price data of any kind shall only be presented in Part IV - Price Proposal.

(F) Elaborate formats or color presentations are not required.

(ii) Format for proposal Part I- Summary and Miscellaneous Data, Part II-

Technical Proposal, and Part III - Past Performance and Small Business Commitment

Document be in PDF document readable by Adobe Acrobat as follows:

(A) The proposal will be on 8 1/2" x 11" paper, except for foldouts used for charts, tables, or diagrams, which may not exceed 11" x 17".

(B) A page is defined as one face of a sheet of paper containing information.

(C) All printing shall be single-spaced. Spacing characteristics are applicable to charts and graphs.

(D) Font size shall not be less than 12. Size of print is applicable to charts and graphs.

(E) Page margins shall be a minimum of 1 inch top, bottom, and each side.

(iii) Format for proposal Part IV - Price Proposal shall by submitted on a signed PDF document readable by Adobe Acrobat and the electronic Excel version of the completed corresponding Pricing Worksheet, included in the solicitation as

Attachment 6.

(iv) Electronic Submission.

(A) The electronic version of the proposal shall be submitted in a format readable by Microsoft Office which includes software programs such as Word, Excel, or

PowerPoint. For those pages of the proposal that cannot be submitted using a format readable by Microsoft Office, offerors shall include those pages electronically using a PDF format readable by Adobe Acrobat. Paper copies, Compact Disc (CD), USB flash drives, floppy disks, and zip disks are not acceptable formats and will not be considered as meeting the requirements of the solicitation.

(B) Offerors shall submit one electronic copy of its proposal via e-mail. This method of submission is the only acceptable method. Files are not to exceed the specified page limitations. By submitting an electronic copy, offerors assume all risk of proposals not getting through security measures and firewalls. Only files compatible with Microsoft Office products, e.g. Word, Excel, or PowerPoint, and/or PDF documents readable by Adobe Acrobat will be accepted. Email the file(s) by the solicitation closing date and time to the following POCs: 1st Lt

Shelby Sain at shelby.sain@us.af.mil and Mrs. Diane Harper at diane.harper@us.af.mil. Offerors are highly encouraged to confirm receipt of proposals with the POCs listed above.

THE RESPONSIBILITY TO ENSURE THE GOVERNMENT REC/EVES EMAILED

FILES RESTS SOLELY WITH THE OFFEROR.

(v) Site Visit.

(A) A pre-proposal conference/site visit will be held on 9 October 2025 at 0900 at

JBER in room 350, 3rd floor conference area of the Contracting building, 10480

Sijan Ave, JBER, AK 99577. Note that there is no elevator access within the building. The purpose of the conference is to familiarize all off erors with the terms and conditions of the solicitation and to discuss all aspects of the contract specifications and the performance standards contained therein.

(1) All costs associated with attending the pre-proposal conference/site visit shall be borne by the offeror. ALL PROSPECTIVE OFFERORS ARE

URGED TO ATTEND THIS CONFERENCE. If a contractor is not at the designated start location and time mentioned above, there will be no future site visit offered.

(2) All contractors, including those that have access to JBER, wishing to participate in the site visit shall provide the following information for individuals attending. No more than two individuals per company may attend unless prior coordination has been approved through the PCO. Provide the below information, via email, to the following addresses:

shelby.sain@us.af.mil and diane.harper@us.af.mil at least three business days prior to the site visit, in order to be cleared for access by

Security Forces.

Company Name:

Member 1: Name, Phone, Email, Copy of Driver's License Member 2: Name, Phone, Email, Copy of Driver's License

(3) Offerors are to use the Boniface or Richardson Gate Visitor Control

Center if a visitor pass is needed to access JBER. Allow for some delay while obtaining the visitor pass. The following documents must be presented to the

Visitor Control Center in person to obtain your pass: 1) Driver's License 2)

Vehicle Registration 3) Proof of Insurance

( 4) If entering through the Boniface gate, continue to the third traffic light;

take a right on Sijan Ave and proceed to the first parking lot entrance on the left after Mundy Ave. Park in this parking lot and proceed to the building entrance under "Contracting" ( on the right side of the building nearest to

Sijan Ave). Follow the signs to the 3rd floor conference room #350.

(B) Questions regarding any part of the solicitation shall be submitted in writing via email to 1st Lt Shelby Sain at shelby.sain@us.af.mil and Mrs. Diane Harper at diane.harper@us.af.mil NLT 14 October 2025 at 1200 AKDT. Responses to questions and requests for clarifications will be made via issuance of a solicitation amendment and will be posted within a reasonable time thereafter to https:/

/www.sam.gov.

(3) Specific Instructions

(i) PART I - SUMMARY AND MISCELLANEOUS DATA

(A) A proposal cover letter on company letterhead that includes company information to include name, address, unique entity identifier (UEI), CAGE code, any offered discount terms as well as the printed name, title and dated signature of the person authorized to make a binding offer on behalf of the company shall be included. This cover letter is limited to two pages and does not count towards the page limits of any other part of proposal submission.

(B) In submitting its proposal, the Offeror affirms its acceptance of the contract terms and conditions as written in the solicitation, unless it clearly identifies and provides the rationale for any exceptions, deviations or waivers within this part of its proposal.

Offerors are cautioned that any noncompliance with the terms and conditions of the

RFP may cause their proposal to be determined unacceptable and therefore not considered eligible for award.

(C) Complete FAR 52.212-3, Offeror Representations and Certifications- Commercial

Products and Commercial Services, "The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall only complete paragraphs (c) through (v) of this provision.

(D) Submit an acknowledgement of all solicitation amendments, if issued.

(E) If the Offeror is a large business concern, the Offeror shall submit a subcontracting plan in accordance with FAR 52.219-9 (See SECTION 00 22 20

Attachment 10 Small Business Subcontracting Plan) NO LATER THAN five (5) calendar days after a notification request from the PCO or the Contract Specialist. The

Offeror shall e-mail its small business subcontracting plan to:

1st Lt Shelby Sain (shelby.sain@us.af.mil) and

Diane Harper ( diane.harper@us.af.mil)

The Small Business Subcontracting Plan Format at Attachment 10 shall be utilized.

The Small Business Subcontracting Plan requires offerors to "Submit the total combined dollar value and percentage of work to be performed by both large and small businesses (include the percentage of work to be performed both by Prime,joint venture, teaming arrangement, and Subcontractors).

When combined, Large and Small Business totals must equal 100%. The plan shall include a description of the types of services the firm proposes to subcontract with large business and small business (SB), small disadvantaged business (SDB) (to include American Native Corporations (ANC) and 8(a) certified companies ), woman owned small business (WOSB), HUBZone business, veteran-owned small business (VOSB) and service-disabled veteran-owned small business (SDVOSB), along with the proposed dollar amounts and percentages of their participation, to demonstrate a plan to meet the small business commitment goals.

Subcontracting Plan Assessment: The Government will assess the Plan in accordance with Attachment 11 - DoD Checklist for Reviewing Subcontracting Plans (2024), and with the requirements of FAR Clause 52.219-9. Offerors are encouraged to review the

DoD checklist to obtain a detailed understanding of how their subcontracting plan will be assessed.

Subcontracting Plans shall reflect and be consistent with the commitments offered in the Small Business Commitment Document. In accordance with DFARS 215.304(c), when the Small Business Commitment Document is evaluated (to the extent that small businesses are specifically identified in proposals), the small businesses considered in the evaluation shall be listed in any subcontracting plan submitted. As part of the subcontracting plan assessment, the Government will review information submitted or contained within Part III, Factor 3, Small Business Commitment.

If the apparent successful offeror fails to negotiate a subcontracting plan acceptable to the PCO within 5 business days, the offeror will be ineligible for the award.

(ii) PART II - TECHNICAL PROPOSAL

(A) Factor 1 - Technical

(1) Subfactor l(a)- The Offeror shall submit a comprehensive plan identifying the proposed methodology to perform the Grounds Maintenance Services portion of this contract, IA W PWS sections 1.1 through 1.6. This plan shall include all proposed personnel and equipment (type and quantity). Submissions for this subfactor shall be limited to three pages.

(2) Subfactor l(b) -The Offeror shall submit a comprehensive plan identifying the proposed methodology to perform the Snow and Ice Removal Services portion of this contract, IA W PWS section 1. 7. This plan shall include all proposed personnel and equipment (type and quantity). Submissions for this subfactor shall be limited to three pages.

(3) Subfactor 2 - Continuation of Essential Contractor Services: Offerors are required, IA W DFARS 252.237-7023, to submit a written Mission Essential

Contractor Services Plan, as specified in DFARS 252.237-7024, describing how they will continue to perform the essential contractor services listed in PWS

Sections 1.2.3 Interior/Exterior Perimeter Fence Line, 1.2.4 Munitions Interior and

Exterior Perimeter Fence Line 1.3 Maintain Bird Area Strike Hazard (BASH), and

1.7, Perform Snow/Ice Removal.

(iii) PART III - PAST PERFORMANCE AND SMALL BUSINESS

COMMITMENT DOCUMENT

(A) Factor 2- Past Performance: The Offeror shall forward a copy of the Grounds

Maintenance PPQ (Attachment 4) and Cover Letter to no more than three of their most recent references for whom the Off eror has contracted similar services with Federal, State, or Local Government agencies and commercial businesses. The Offeror shall forward a copy of the Snow and Ice Removal Services PPQ (Attachment 5) and Cover

Letter to no more than three of their most recent references for whom the Offeror has contracted similar services with Federal, State, or Local Government agencies and commercial businesses.

(B) If submitting relevant Past Performance history, Offerors must facilitate the submission of, at a minimum, one PPQ for Grounds Maintenance Services and one

PPQ for Snow and Ice Removal Services. Offerors are limited to three submissions for each PPQ. If Grounds Maintenance and Snow and Ice Removal Services have been performed under one contract, that contract may be represented on two separate PPQs

( one for Grounds Maintenance and one for Snow and Ice Removal Services). Prior to forwarding the PPQ to each reference, the Off eror shall insert in the

"MEMORANDUM FOR" the contractor's name, address, phone number and the verified point of contact. Offerors will notify the point of contact that the completed

PPQs will be sent directly to the Contracting Office.

THE RESPONSIBILITY TO SEND OUT THE PAST PERFORMANCE

QUESTIONNAIRE RESTS SOLELY WITH THE OFFEROR

(1) Once the PPQs are completed by the reference POCs, the information contained therein will be considered Source Selection sensitive and will not be released outside the Government. The reference POCs shall forward their completed PPQs directly to the Contracting Office - NOT BACK TO THE

OFFEROR. If the PPQ is received from the offeror, it will not be evaluated.

(2) Completed PPQs shall be sent directly from your reference POC to this office via e-mail marked to the attention of 1st Lt Shelby Sain at shelby.sain@us.af.mil and Mrs. Diane Harper at diane.harper@us.af.mil. The subject line of the email should read "JBER Grounds Maintenance RFP PPQ"

(C) Past Performance Information: Relevant contracts submitted for the Grounds

Maintenance PPQ will correspond with PWS sections 1.1 through 1.6, within the last three years, prior to the issuance date of the solicitation. Relevant contracts submitted for the Snow and Ice Services PPQ will correspond with PWS section 1. 7, within the last three years, prior to the issuance date of the solicitation. Relevant contracts include those of similar scope, magnitude, and complexity of the corresponding requirements ofthe PWS.

(1) Furnish the following information for each contract listed:

(i) Company/Division Name

(ii) Description of Services

(iii) Contracting Agency/Customer

(iv) Contract Number

(v) Contract Dollar Value Per Year

(vi) Period of Performance

(vii) Current Contracting Officer (ensure up-to-date name, email address, and telephone number)

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

(ix) Include all rationale supporting your assertion of relevance and identify aspects (scope, magnitude of effort, and complexity) of the contracts deemed relevant and how they relate to the proposed effort.

(2) If an Off eror has no relevant past performance history for either or both

Grounds Maintenance and Snow and Ice Removal Services, the Offeror must state affirmatively which service area it possesses no relevant past performance history for.

(3) Joint Venture Offers: If the Offeror is a joint venture, the Offeror shall provide all required solicitation information for all parties including a signed copy of the joint venture agreement with proposal. The agreement shall include information which identifies the responsibilities for each entity under this contract. The agreement shall demonstrate the relationship between firms and identify contractual relationships and authorities to bind each entity of the joint venture.

Past performance information may be submitted on behalf of the joint venture by either party to the joint venture. Joint venture past performance will be evaluated and rated based on either party's past performance.

(4) Teaming/Partnering Offerors: If the offer is based on a teaming/partnering relationship, the Offeror shall provide all required solicitation information for all parties, including a copy of the teaming/partnership agreement. The agreement shall include information which identifies the responsibilities for each entity under this contract. The agreement shall demonstrate the relationship between firms and identify contractual relationships and authorities to bind each entity of the teaming/partnering relationship.

( 5) Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed by the prime Offeror without the subcontractor's consent. Provide with the proposal a letter from each subcontractor that will perform major or critical aspects of the requirement, consenting to the release of its past performance information by the prime contractor. This letter is not included in the page limitation for this factor. If this consent letter is not provided with the proposal, subcontractor information will not be considered,

(D) Factor 3 - Small Business Commitment Document: All offerors shall identify the extent to which Small Businesses (SBs), Veteran-Owned Small Businesses

(VOSBs), Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), HUBZone Small Businesses, Small Disadvantaged Businesses (SDBs), and Woman

Owned Small Businesses (WOSBs) would be utilized in the performance of this proposed contract. For small businesses, as defined by the North American Industry

Classification System (NAICS) Code applicable to this solicitation, the offeror shall identify their own participation as a SB, VOSB, SDVOSB, HUBZONE SB, SDB, or

WOSB, and it will be considered in evaluating the proposed small business commitment. Large business off erors shall be advised that the Small Business

Subcontracting Plan shall not be used in place of the Small Business Commitment

Document under this factor.

Offerors must propose goals for small business commitment. Small business commitment goals are to be an estimated percentage of total contract dollars (total proposed amount including options). Provide an overall goal for the total contract value of to be accomplished through collective small business commitment from any type of small business, to include all small business programs, and propose individual goals for each small business program. The work to be performed directly by a small business prime offeror will be included in the offeror' s Small Business Commitment goal.

This factor includes a Minimum Total Small Business Commitment Goal (all types of small business combined) of 18% of total contract dollars including all options for this acquisition. Separate and distinct from the Small Business Commitment Document, large business offerors must also submit a Subcontracting Plan, as required by FAR 52.219-9, and will not be eligible for award if they fail to submit an acceptable Subcontracting Plan. The Subcontracting Plan will be based on subcontracted dollars rather than total contract dollars but shall reflect and be consistent with the commitments to small business firms outlined in the Small Business Commitment Document (i.e., dollars shown for each type of small business in each of the plans must correlate).

All Offerors are required to complete the Small Business Commitment Document (Attachment 9) and submit with their proposal. Offerors should propose the level of participation of small businesses (as a small business prime and/or small business subcontractors) in the performance of the acquisition relative to the objectives/goals set forth in the evaluation of this area. Small Business Commitment Document submissions shall include dollar amounts and percentages planned.

(iv) PART IV - PRICE PROPOSAL

(A) Factor 4- Price. The Price Proposal shall contain the completed Pricing

Worksheet, included in the solicitation as Attachment 6.

(B) Insert proposed unit price(s) and extended amounts(s) in the Pricing Worksheet for each Sub-Clin (SLIN), including all option periods. The extended amount must equal the unit price multiplied by the number of units. It is imperative that mathematical calculations are correct; particular care should be taken to ensure the amounts match when using a spreadsheet program, such as Microsoft Excel. The unit prices and extended amounts are limited to two decimal places.

(C) Extreme care should be taken to ensure that no price data of any kind are included in any other Part of the proposal and that price data for each service portion is included only in the CLINS related to that service portion.

(End of Addenda)