Attachment 2 Instructions to Offerors.pdf

Solicitation 140D0420R0038 Attachment 2-Instructions to Offerors

Attachment 2

Addendum to FAR 52.212-1

Instructions to Offerors-Commercial Items

PROPOSAL CONTENT AND FORMAT

1. Submission of Offer. The proposal shall be submitted via email to Contract Specialist, Ariana

Nijaradze at Ariana_Nijaradze@ibc.doi.gov and Contracting Officer, Deonna Reyes at

Deonna_Reyes@ibc.doi.gov. The proposal shall be delivered by the deadline for proposal submission as indicated in the solicitation. It is incumbent upon the offeror to ensure delivery is received by the designated date and time indicated in the solicitation.

2. The proposal shall consist of two (2) separate volumes:

a. Volume 1 – Technical Proposal and Past Performance References

b. Volume 2 – Price Proposal

A. Proposal Format:

Volume 1 – Technical Proposal

Section 1 – General Information

Section 2 – Detailed Proposal (30-Page Limit applies to this section)

(Factor 1: Technical and Management Approach), (Factor 2: Past Performance: is excluded from the 30-

Page Limit).

Volume 2 – Price Proposal (No Page Limit)

Section 1 – Cover Sheet

Section 2 – Price Breakdown

Section 3 – Supporting Information

• Margins – 1 inch

• Spacing – single or double-spaced

• Font – Times New Roman, 12 point

• Files shall not exceed 10 megabytes in size. Passwords on files shall not be used.

Proposal Limitation. The proposal shall not exceed the limits stated above. If the page limits are exceeded, the pages in excess of the limit shall be removed and not evaluated. The Government will not accept any changes to the contractor’s proposal after the closing date of the solicitation.

If discussions become necessary, page limitations may be placed on responses/Evaluation Notices (ENs).

The specified page limits for EN responses will be identified in the letters forwarding the ENs to the

Offeror.

Price Proposal: All spreadsheet documents shall be in Microsoft Excel (Note: Attachment 4 CLIN

Pricing Template is in Microsoft Word to show what is to be included in the price breakdown by CLIN).

Excel spreadsheets shall not contain hidden worksheets. All formulas, lookup tables, and links shall be intact, and no links shall exist to files not included with the submission. PDF or flat files will not be considered adequate.

B. Proposal Content:

Volume 1: Technical Proposal and Past Performance References

The following information shall also be provided:

a) Identity of the prime Offeror, including name and address, and complete list of subcontractors, including name and address, if applicable;

b) Title of proposal;

c) Technical contact (name, address, phone, electronic mail address);

d) Administrative/business contact (name, address, phone, electronic mail address);

e) Dunn & Bradstreet (DUNS) number and CAGE Code;

f) Statement specifying compliance with FAR Clause 52.222-54 “Employment Eligibility

Verification”;

g) Confirmation of U.S. Citizenship for those participating in the project, and the identity of any proposed personnel or subcontractors who are not U.S. citizens; and

h) Official Transmittal Letter with authorizing official signature.

Factor 1: Technical and Management Approach

The Offeror shall address its technical capability in performing all tasks outlined in the PWS.

Additionally, the Offeror shall clearly explain its technical and management approach of the work to be performed.

The proposal shall also include:

a) Complete staff listing with identification of labor categories and proposed labor. In addition, the Offeror shall provide a staffing summary that details the proposed contractor staff’s experiences and qualifications that conform to all of the requirements established in the PWS.

b) Resumes for all Key Personnel to be utilized in the performance of these requirements. The contractor is to determine and provide a list of 6 to 8 key personnel and their proposed role leading significant areas of the operation. The Offeror shall clearly note which requirements section that the individual being proposed would be responsible for. At minimum, the contractor is to provide resumes for the following personnel:

• Project Manager

• Information Technology Specialist IV (Program Manager)

• Information Technology Specialist III (AIX Systems Specialist)

• Information Technology Specialist III (Health System Application Specialist)

• Information Technology Specialist III (Virtualization and Cloud Specialist)

• Information Technology Specialist IV (Windows Server Administrator)

Factor 2: Past Performance

The Offeror shall provide a list of three (3) past or current performance references (including Federal, State, and local government and private) that demonstrate recent and relevant contracts performed by your organization. Recent is defined as within the last three years. Relevant is defined as work similar in complexity and magnitude of the work described in the PWS. Include a brief description of the project, project title, contract number, period of performance, contract amount, client identification including agency or company name, contracting and technical reviewing official, address, email address, and telephone number. The Offeror is responsible for providing accurate, current, and complete information.

The Government may also consider information obtained through other sources.

Offerors shall provide information on any problems encountered on the identified contracts and the

Offeror’s corrective actions.

Volume 2: Factor 3: Price Proposal

The price proposal must consist of a cover page, price breakdown, and any supporting documentation to explain the proposed price. In addition to the price volume, the price proposal shall be submitted using

Microsoft Excel and shall contain all formulas and calculations.

The following information must be provided for the base award and any proposed options:

1. The Offeror shall provide a detailed price breakdown of all costs (e.g. transition-in, services, transition-out and travel).

2. The Offeror shall provide basis of estimates – contractor format is permitted.

3. The Offer shall provide a clear and detailed description of the assumptions made with each presented price.

Cover Page: The words “Price Proposal” must appear on the cover page in addition to the following information:

1. RFP number 140D0420R0026;

2. Title of proposal;

3. Identity of prime Offeror, including name and address, and complete list of subcontractors, including names and addresses, if applicable;

4. Technical contact (name, address, phone/fax, electronic mail address);

5. Administrative/business contact (name, address, phone/fax, electronic mail address);

6. Duration of effort (separately price out the basic effort and any options); and

7. DUNS number and CAGE code.

Representations and Certifications: Vendors must complete annual representations and certifications on-line at: https://www.sam.gov/ and submit them as part of their proposal.

https://www.sam.gov/

If the vendor has not completed the annual representations and certifications electronically, the vendor shall complete only paragraphs (c) through (v)) of FAR provision 52.212- Offeror Representations and

Certifications -- Commercial Items (DEC 2019) -- Alternate 1 (Oct 2014) located in the solicitation.

Subcontracts: Subcontractors must submit a price proposal that is as detailed as the Offeror’s price proposal as discussed above. The subcontractor’s price proposal can be submitted as part of the Offeror’s proposal, or the subcontractor can directly e-mail their price proposal to the Contract Specialist and

Contracting Officer. Please note: the subcontractor’s price proposal must be received by the solicitation closing date and time. The subcontractor’s price proposal must be on company letterhead and include the complete company name and mailing address, technical and administrative/business point of contacts, email address, telephone number, and their DUNS number. The prime Offeror must submit a copy of its subcontracting agreement(s). Subcontractor roles in relation to the PWS shall be clearly identified.

Failure to provide information as requested in this paragraph may result in rejection of the proposal.

Travel: Separate by destinations and include number of trips, durations in number of days, number of travelers, per diem (travel costs, hotel and meals in accordance with the Federal Travel Regulations and

FAR PART 31.205-46), airfare, car rental, if additional miscellaneous expense is included, list description and estimated amount, etc. Information on per diem rates based on travel locations are provided on www.gsa.gov.

(End of proposal content and format)

FORMAL COMMUNICATIONS:

All questions pertaining to this solicitation shall be addressed via e-mail to the Contract Specialist, Ariana

Nijaradze at Ariana_Nijaradze@ibc.doi.gov and courtesy copy the Contracting Officer, Deonna Reyes at

Deonna_Reyes@ibc.doi.gov. The applicable Performance Work Statement (PWS) paragraph number and solicitation references shall precede all questions.

REQUEST FOR CLARIFICATIONS

All Requests for Request for Proposal “Solicitation” Clarifications should be submitted via email directly to the Contract Specialist, Ariana Nijaradze at Ariana_Nijaradze@ibc.doi.gov, and the Contracting

Officer, Deonna Reyes at Deonna_Reyes@ibc.doi.gov. All questions/clarifications must be submitted by not later than 5:00 p.m. ET on April 9, 2020.

The Government does not guarantee that it will answer any request for clarification received later than this date. Requests for clarification that result in specific information necessary to submit proposals will be provided to all offerors via an amendment to the solicitation which will be posted on Beta.Sam.Gov;

previously known as FedBizOpps.Gov. Therefore, questions/comments shall not be marked with a restrictive legend and shall not include proprietary information. The Government is not obligated to provide responses to any Requests for Clarification but will consider them and incorporate changes into the RFP as deemed necessary. Offerors are required to continuously monitor Beta.Sam.Gov for RFP amendments and other information regarding the acquisition.

Any questions/clarifications submitted will need to identify the pertinent document (Performance Work

Statement (PWS), Attachment, etc.) and include the applicable page number, paragraph number, and/or reference with each question. Questions regarding specific verbiage or content in the solicitation package shall include excerpts or examples from the subject matter to ensure the question is clearly conveyed.

http://www.gsa.gov/

EXCEPTIONS TO TERMS AND CONDITIONS

(1) The submission of an offer (proposal) will indicate the Offeror’s unconditional assent to the terms and conditions in the solicitation and in any attachments hereto.

(2) If the Offeror takes any exception to any of the terms and conditions of the solicitation the Offeror must clearly state in Volume 1 of their proposal any exceptions taken. Omission of such a statement will be construed as the Offeror’s acceptance of all solicitation terms and conditions. If the Offeror takes exception to any of the terms and conditions of the solicitation they must do the following; (i) provide a statement within the designated subsection of Volume 1 that states the Offeror does take exception to the terms and conditions of the solicitation; (ii) identify the term or condition of the solicitation for which they take exception to; (iii) state the reason(s) for the exception; (iv) an explanation of any benefits to the Government; and (v) provide any other information concerning the exception(s). Altogether, exceptions must contain sufficient amplification and justification to permit evaluation.

(3) The Offeror is cautioned that their proposal may be determined unacceptable if the offeror takes exception to any term or condition.

(4) The Offeror may submit their concerns regarding terms and conditions prior to solicitation closing for consideration by the Government in accordance with “Request for Clarification” above. An offeror may correct a deficiency only through discussions (see FAR 15.306(d)). The Government intends to award a contract without discussions, as permitted by FAR 15.306(a) and 52.215-1. However, the

Government reserves the right to conduct discussions and to permit offerors to revise their proposals.

OFFER AND ACCEPTANCE PERIOD

If an offer is accepted by the Government within 180 calendar days from the solicitation closing date, the contractor agrees to hold the offered prices firm for the services solicited herein and to accept any resulting contract subject to the terms and conditions stated herein.