Attachment 2 - Instructions to offerors.docx

Addenda to FAR 52.212-1—Instructions to Offerors—Commercial Items (Jun 2020)

Notice to offeror: 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.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in SubPart 5.207, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested.

This requirement is Total Small Business set-aside. The NAICS code 336611 with a 1,250 employee size standard.

This requirement will be a base year plus two (2) six (6) month options.

1. GENERAL INSTRUCTIONS

A. The purpose of these instructions is to prescribe the format of Request for Proposals (RFP) and describe the approach for the development and presentation of the request for proposal data. This is designed to ensure the essential information required for evaluation is submitted.

B. The Contracting Officer has determined there is a probability of adequate price competition in this acquisition so offerors are advised to submit their best pricing and technical information up-front. Upon examination of the initial offers, the contracting officer will review this determination and if, in the Contracting Officer’s opinion, adequate price competition exists, no additional cost information will be requested. However, if at any time during this competition the Contracting Officer determines that adequate price competition no longer exists, offeror may be required to submit information, other than certified cost or pricing data, to the extent necessary for the Contracting Officer to determine the reasonableness of the price.

C. To assure the timely and equitable evaluation of offers, offerors shall follow the instructions contained herein. Offerors are required to meet and address all of the requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being deemed ineligible for award. Offeror must clearly identify any exception to the terms and conditions and provide complete accompanying rationale. The RFP when submitted, shall be comprehensive, complete, self-sufficient, and respond directly to the requirements of the RFP. Elaborate artwork, expensive paper/binding and expensive visual aids are neither necessary nor desired.

The RFP responses shall consist of:

(1) Price Volume

(2) Technical Volume

(3) Past Performance Volume

All pages of each part shall be numbered. The volumes will be 12 point font and on 8 ½” x 11” paper except for fold-outs used for charts, tables or diagrams, which may not exceed 11” x 17”. Each volume shall contain a cover sheet, clearly marked with the RFP number, title, and the offeror’s name. The Technical offer volume shall not contain any price data or reference to price.

If necessary, include a statement in the offer that it contains proprietary information for your company and cannot be released outside the Government.

Offerors shall acknowledge all amendments to the solicitation by signing and dating Page 1 of each Standard Form 30, Amendment of Solicitation/Modification of Contract.

Failure to comply with these instructions may result in the offeror’s offer being summarily rejected due to nonresponsiveness. The offer shall become part of the resultant contract.

D. Complete in its entirety the "offeror" portion of the Standard Form 1449. An official having authority to legally bind the company contractually must sign and date the Standard Form 1449. One copy of the Standard Form 1449 must bear an original signature and if applicable, all amendments. Failure to acknowledge any amendments to the solicitation can result in an offeror being deemed nonresponsive. Award CANNOT be made to a nonresponsive offeror.

E. Representations and Certifications. Complete the required Representations and Certifications or indicate if information is contained in the System for Award Management (SAM) located at https://www.sam.gov.

F. Late RFPs will be processed in accordance with FAR 52.212-1(f) “Late submission, modifications, revisions, and withdrawals of offers.”

2. FORMAL COMMUNICATIONS

2.1. Any formal communication shall be submitted in writing (via email) to the POCs below. It is the offeror’s responsibility to confirm receipt of all formal communications.

325 CONS/PKA

Ms. Aleatha Walker Email: aleatha.walker@us.af.mil

COMM: 850-283-0431

325 CONS/PKA

TSgt Karl Deffert Email: karl.deffert@us.af.mil

COMM: 850-283-8634

Reference: Solicitation FA4819-20-R-0012

3. SUBMISSION OF PROPOSALS

3.1. The original proposal as specified in this document shall be submitted electronically via DoD SAFE at https://safe.apps.mil/ (preferred) or email to the POCs listed above on or before the date and time specified in Block 8 of SF 1449.

3.2. Offerors are cautioned to comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to furnish a complete proposal at the time of proposal submission may result in the proposal being considered non-responsive to the Government and eliminated from consideration for award. If the proposal is received late, the Government will retain the unopened proposal.

4. PARTNER ARRANGEMENT (If Applicable)

4.1. If a partner arrangement or joint venture is contemplated, provide complete information as to the arrangement, including any recent and relevant past performance information on previous partner arrangements with same partner as a part of Volume III, Past Performance.

5. PROPOSAL PREPARATION INSTRUCTIONS

5.1. The following instructions prescribe the format for proposals, and describe the approach to be used for the development and presentation of the proposal data. The proposal shall include all of the information requested in the specific instructions. A proposal that merely reiterates or promises to accomplish the requirements of the PWS will be considered unacceptable. A proposal that is orderly and sufficiently documented will enable the Government to easily understand the proposal and perform a thorough and fair evaluation.

5.2. Proposal Volumes. Proposals shall be prepared in three (3) separate and distinct volumes.

Past performance information available through other Government sources (i.e. key Government officials) may be used.

Volume 1 – Price Volume 2 – Technical Volume 3 – Past Performance

5.3. Proposal Format. The Government will only read/evaluate the maximum number of pages allowed. The proposal content shall be formatted as follows:

– Text: Single-spaced and printed on single-sided paper - no duplex

– Font Size: Microsoft Office Word, Times New Roman, 12-point font

– Margins: One Inch (1”) left, right, top and bottom

– Paper Size: 8½” x 11” with a background color of white bond paper

– Page Numbering: Sequential (i.e., 1 through 100)

Note: The font size requirement does not apply to charts, (i.e., Workload Manning Charts); however, the font size must be reasonable and easily readable.

5.4. Legal Size Paper/Fold-Outs. Any page within the proposal over the standard 8½” x 11” size paper shall be kept to a minimum, and only used where a table or other graph cannot be accommodated by a single 8½” x 11” page. Any text included in the fold-out shall be directly related to the fold-out contents. Fold-outs will be counted as the appropriate number of pages based on the number of folds (i.e., fold-outs with one fold shall count as one page; each additional fold counts as one additional page). All material shall be contained within the page limit identified for each volume.

5.5. Electronic Copies. Electronic copies shall be submitted via email via DoD SAFE at https://safe.apps.mil/ using Microsoft Office 2010 through the current version of Microsoft Office or Adobe PDF Version 8 or earlier. Offeror may use JPEG for charts or screen shots. Offeror shall name files using standard naming conventions (i.e., filename.doc for MS Word, filename.xls for MS Excel, filename.PDF for Portable Document Format, etc.). Do NOT submit any documents in PDF format that are copied as “images” or Windows Photo Gallery etc. PDF files shall enable textual search and copy functions. Each volume shall be in a single searchable, editable file and stored in a folder that corresponds to the proposal volume it represents. The files shall be named in an unambiguous manner, using plain language text, which facilitates the evaluator’s ease of accessing the files for evaluation. Offeror shall insert the file name in the header of each document. Electronic copies of all proposal information is required for each volume. Information submitted in the electronic format shall not exceed the page limits stated below for each volume. Paper copy shall be sent to 325th Contracting Squadron, attention to Karl Deffert & Aleatha Walker at 541 Mississippi Ave, BLDG 36271, Tyndall AFB, FL 32403.

5.6. Copies and Page Limit. Evaluators will only read up to the maximum number of pages specified. All pages provided by the offeror in excess of the stated limitations will not be evaluated. Copy requirements and page limitations are as follows:

VOLUME I – PRICE VOLUME

The offeror shall complete the Schedule of Supplies and Services (SF 1449) of the solicitation by inserting the price elements (unit price and extended amount) for all Firm Fixed Price (FFP) contract line item numbers (CLINS) for the Base Year and all Options in addition to Attachment 4 Supplemental Schedule. CLINS 0002, 1002, and 2002 were established by the Government at Not To Exceed (NTE) $50,000.00 to cover contractor’s expenses related to vessel transit from Tyndall AFB to contractor shipyard and back.

Any amendments acknowledged and completed reps and certs shall be placed in Volume I.

*NOTE Prices shall match on SF 1449 and Attachment 4 Supplemental Schedule.

Offeror shall ensure all extended pricing is rounded to whole dollar amounts. Prices shall comply with all Service Contract Labor Standards and Department of Labor wage rates and other pertinent state, local and federal guidelines.

VOLUME II – TECHNICAL VOLUME

The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. Your responses will be evaluated against the technical evaluation criteria defined in the Addendum to FAR 52.212-2. Proposals shall provide rationale addressing how the technical portion of the offer meets solicitation requirements. Offerors shall assume the Government has no prior knowledge of the offeror’s experience. The Government will base its evaluation on the information presented in Volume II. Statements that the Offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.); paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., will be considered unacceptable and will negatively impact the Offeror’s rating under the Technical factor. Elaborate artwork, expensive visual, and other presentation aids are neither necessary nor desired.

The Technical Volume shall be comprised of six subfactors.

The Technical Volume shall address the proposed approach to meeting the minimum requirements of the following factors:

Tab 1 – Subfactor 1 - Installation Design Review and Drawing Specification Plan Tab 2 – Subfactor 2 – Sea Trials Tab 3 – Subfactor 3 – Vessel Transit Plan Tab 4 – Subfactor 4 – Equipment Requirements Tab 5 – Subfactor 5 – Quality Control Tab 6 – Subfactor 6 – Safety Assurance

Volume III – Past Performance

There are three aspects to the past performance evaluation. The first is to determine whether the offeror’s performance information is recent and second, is the performance information relevant to the effort to be acquired (this acquisition). The third aspect is to determine how well the offeror performed on those contracts and the quality of product or service provided.

The past performance information to be evaluated on each offeror will be information retrieved from CPARS and PPIRS as well as information available through other Government sources (i.e. key Government officials) regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement.

In the case of an offeror without a record of relevant past performance, or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a) (2) (iv)). Therefore, the offeror shall be determined to have “Unknown” past performance. In the context of acceptability/unacceptability, “Unknown” shall be considered “Neutral Confidence”.

Past Performance: (Page Limit - 10 pp. total max for past performance*): This Volume consists of the following:

Utilizing the Past Performance Questionnaire (Attachment #5) the offeror shall submit evidence of any recent and relevant contracts performed for Marine Vessel Repower (or similar Marine Vessel Repower service) in accordance with Performance Work Statement (IAW PWS). For the purpose of this solicitation, recency is performance occurring within the last five (5) years from the period of the solicitation release date. For the purpose of this solicitation, relevancy is defined as performance of Marine Vessel Repower (or similar Marine Vessel Repower service) in accordance with PWS.

Provide references for no more than five (5) recent and relevant services performed in the last five (5) years that demonstrates your company’s ability to perform the services listed in the Performance Work Statement (PWS). Contracts in excess of five (5) years will not be read or evaluated and will be removed from the proposal.

Each reference shall include the following:

a. Contract Number & Title

b. Description of Program /Project

c. Total Dollar Value (Original and Final)

d. Contracting Agency

e. Point of Contact (Name, phone number, fax number, and email address)

f. Period of Performance

g. Type of Contract (FFP, CPAF, etc.)

h. Relevance (e.g., similarity of applicable experience) to this effort If performed as a subcontractor, state the percentage of work your company performs or has performed. The offeror should present the most recent experience first (i.e. Reference #1). Past Performance Information obtained will be used both for the responsibility determination and to determine adequate past experience.

Provide all terminated contract or contracts in which an option period was not exercised, within the last 3 years, the reasons for termination or not exercising the option, and a customer point of contact (including name, address, telephone number, and fax number).

The offeror shall send out and track the completion of the Past Performance Questionnaire (Attachment #5) for each reference point of contact identified in the Performance Information portion of the Past Performance Questionnaire. The responsibility to timely send out and track the completion of the Past Performance Questionnaire rests solely with the offeror. The offeror shall exert its best efforts to ensure the points of contact submit completed Past Performance Questionnaires directly to the Contracting Officer and Contract Specialist as specified on the Past Performance Questionnaire by the closing date of the solicitation, 17 August 2020 at 1600 CST. The offeror may use the courtesy template memorandum included as part of Attachment 4; its purpose is to notify the reference of the intent of the questionnaire and provide direction for the return of the completed document.

(* Page limit does not include cover page or table of contents, if included)

NOTE: The questionnaires (Attachment 4) are not counted in the 10 pages since these questionnaires will be sent back by the evaluator and the offeror will not see these.

6. ADDITIONAL INFORMATION

6.1. Federal Holidays: The following Federal holidays are observed by this base.

New Years’ Day 1 January Martin Luther King, Jr Birthday Third Monday in January George Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

6.2. DISCREPANCIES: If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the CO in writing with supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the perceived omission or error. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions in accordance with FAR 52.212-1(g).

6.3. SITE VISIT: A site visit will be held on Friday, 31 July 2020 from 0900-1100 CST. The meeting place for the site visit is the Bonita Bay Outdoor Recreation Center located at 6800 Tyndall Parkway, Tyndall AFB, FL 32403. Please arrive at the Outdoor Recreation Center no later than 0845 CST. Responses to question asked during the site visit as well as a list of all attendees at the site visit will be posted to the beta.SAM.gov.

6.4. INQUIRIES BY OFFERORS: TSgt Karl Deffert (Contracting Officer) and Ms. Aleatha Walker (Contracting Officer) are the sole points of contacts for this acquisition. All questions or concerns regarding this request for proposal must be directed IN WRITING via e-mail (preferred method) to karl.deffert@us.af.mil and aleatha.walker@us.af.mil. Questions will not be accepted past Friday, 7 August 2020 at 1630 CST.