Attachment 2 Proposal Submission Requirements.pdf

ATTACHMENT 2 - PROPOSAL SUBMISSION REQUIREMENTS

W9127Q-23-R-0002 Media Services

A. PROPOSAL SUBMISSION REQUIRMENTS

Each binder and CD shall be submitted by delivery, mail or otherwise to the Purchasing and Contracting Office, Attention: Lisa Anguizola, Contracting Officer and Tina Williams, Contracting Specialist. Any portion of a proposal that is changed (as a result of negotiations or proposal revisions) should be annotated and dated.

Each section equates to one (1) file. Hardcopy proposals shall be submitted in one (1) binder organized as described below. Use clearly labeled dividers within the binder to separate the submitted Parts (3).

Each paragraph should be single spaced and shall be separated by at least one blank line. A standard, 12-point minimum font size applies. Arial or New Times Roman fonts are required.

Tables and illustrations may use a reduced font size no less than 8-point and may be produced in landscape mode.

The proposal shall be organized into One (1) binder per proposal and submitted as follows:

SECTION TITLE

I a.) Table of Contents b.) Summary/Narrative c.) Combined Synopsis/Solicitation and d.) Certifications /Representations-if needed.

e.) See “C. Proposal Content Requirement”

Technical Capabilities in summary:

a.) Subfactor 1: Experience and Capabilities (NTE 20 pages) b.) Subfactor 2: Organizational Chart and Key Personnel (NTE 10 pages; resumes 2 pages each) c.) Subfactor 3: Management Approach (NTE 10 pages) d.) Subfactor 4: Quality Control (NTE 5 pages)

PRICE OFFERING:

a.) Attachment 2A Proposal Form b.) Price on Contractor Letterhead/Document

NOTE: Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government.

The contractor shall submit two (2) hard copies and one (1) electronic copy of its proposal on a CD (thumb drives are not authorized).

Proposals are due at 2:00 P.M. CST on Friday 03 March 2023 at the

USPFO for Mississippi, Purchasing and Contracting (P&C) Division, 144 Military Drive, Flowood, MS 39232.

Electronic Notification of proposal submissions should be e-mailed to

Lisa Anguizola and Tina Williams at, lisa.d.anguizola.civ@army.mil; tina.m.williams150.mil@army.mil

Please note that this is not a “submit”, “postmark” or “mailed by” deadline. Proposals must be physically received at the address noted above NLT 2:00 P.M. CST on Friday 03 March 2023.

It is recommended mailed proposals shall be sent using a trackable delivery method. Neither electronic nor facsimile proposals will be accepted.

B. PROPOSAL FORMAT

Purpose: These instructions prescribe the format of proposals and describe the approach for the development and presentation of the proposed data. The proposal shall include all the information requested in the specific instructions. Failure to include all information requested may adversely affect the evaluation.

A proposal that merely reiterates or promises to accomplish the requirements of the RFP will be considered unacceptable. A proposal that is orderly and sufficiently documented will be easy for the Government to understand and will enable the Government to perform a thorough and fair evaluation.

Offerors are cautioned to submit enough information to enable the evaluation committee to fully ascertain each offeror’s capability to perform all the requirements contemplated by this solicitation. All commitments made in the proposal may become a part of the resultant contract.

The data submitted with each proposal should be complete and concise, but not overly elaborate. Excessive reliance on promotional brochures is discouraged.

The submission shall be clearly indexed and logically assembled. The volume shall be clearly identified and shall begin at the top of a page. All pages of the volume shall be appropriately numbered and identified by the complete company name, date, and Request for Proposal (RFP) number (W9127Q-23-R-0002) in the header and/or footer. A Table of Contents should be created using the Table of Content feature in MS Word. MS Word (doc) files shall use the following page setup:

Margins – Top, Bottom, Left, Right – 1” Gutter – 0” From Edge – Header, Footer 0.5” Page Size, Width – 8.5” Page Size, Height – 11”

Offerors shall submit one (1) original and one (1) printed copy of the proposal PLUS one (1) CD.

Printed copy submissions shall be provided in a binder with a separate divider for each section with divider/tab titles as indicated in the table above. All information that is included within the hard copy MUST also be included on the proposal that is submitted via CD. Offers shall clearly indicate the solicitation number (W9127Q-23-R-0002) on the binder of the proposal. Failure to provide complete proposals in both printed copies and electronic copy NLT the proposal due date indicated, will render the proposal non-responsive and therefore may not be considered for award.

C. PROPOSAL CONTENT REQUIREMENT

All information shall be confined to one binder. The Offeror shall confine submissions to essential matters sufficient to define the proposal in a concise manner that lends to a complete and accurate evaluation of the proposal. The proposal shall consist of a (Part A) Table of Contents (Part B) Summary Section, and the Narrative discussion. The Summary Section shall contain a brief abstract of the section. Proprietary information shall be clearly marked throughout the proposal. The offeror shall be held responsible for the validity of all information supplied in his/her proposal, including that provided by potential subcontractors. Should subsequent investigation disclose that the facts and conditions were not as stated, the proposal may be rejected.

Section I; Part C – Combined Synopsis/Solicitation and Pro Forma Documents

Section I; Part D – Certifications and Representations – All potential offerors are required to be registered in the System for Award Management and be publicly visible prior to proposal submission. See FAR Provision 52.204-7 System for Award Management at http://www.sam.gov. Further, all Offeror representations and certifications must be current and accurate in the System for Award Management at the time your proposal is submitted in response to this combined synopsis/solicitation.

Please note that if for any reason an Offeror’s representations and certifications are inaccurate, incomplete, or out-of-date at the time of proposal submission, there are special instructions that you must follow described at FAR 52.212-3 with Alternate 1. A copy of FAR 52.212-3 (Alt. 1), Offeror Representations and Certifications, is presented in full text for your reference in Attachment 1. Please refer to the instructions contained within FAR 52.212-3 (Alt 1).

Per the instructions stated in FAR 52.212-3 (Alt 1), with particular attention to FAR 52.212-3 (b)(2), if an Offeror’s representations and certifications are out-of-date, inaccurate, or incomplete with their SAM.Gov registration, it may be necessary for an Offeror to manually complete (with fill-in and signatures) the representations in FAR 52.212-3 (c) through (v) and the representation required by Alternate 1. If an Offeror needs to submit a manual copy of their updated and current representations, such copy should be included in Volume 1 Part A described above in Proposal Submission Requirements

Section 2: Technical Capabilities

Offerors must ensure that no pricing information is displayed in Section 2, Technical Proposal. Each factor is further subdivided into sub-factors with description and organization of each as described below. Each Technical factor is of equal importance. Each technical sub-factor within each factor is of equal importance.

Section 2 is comprised of four (4) Technical subfactors.

Subfactor 1: Experience and Capabilities (NTE 20 pages) Subfactor 2: Organizational Chart and Key Personnel

(NTE 10 pages; resumes NTE 2 pages each) Subfactor 3: Management Approach (NTE 10 pages) Subfactor 4: Quality Control (NTE 5 pages)

The Government acknowledges that the technical proposal will involve discussion of some projects/contracts discussed in the Past Performance section. While Past Performance examines how an Offeror performed in the past, to assess the probability of success on future projects, this factor examines the Offeror’s experience with project management and execution and how the Offeror demonstrates an understanding of the contract’s requirements. The Government intends to use Attachment 4A - Past Performance Reference Questionnaire in the evaluation of experience for Subfactor 1. A reiteration of the information provided in Attachment 4A is not needed. Offeror should reference this information by providing a summary of their relevant experience to meet the submission requirements of this subfactor.

Subfactor 1-Experience and Capability is obtained for the purposes of evaluating an Offeror’s understanding of this requirement. The Experience and Capability Proposal is limited to 20 pages, excluding tabs, indexes, and resumes as noted below. Pages in excess of the limit will not be evaluated.

For this subfactor, the Offeror should demonstrate its technical experience and capability to perform a project of this magnitude and complexity. Discuss any previous projects that are similar to this project in terms of scope, size, and complexity. Specifically discuss management, human resource experience, and the experience with tracking customer (Service member) contacts and employment leads. Please address successes in prior relevant experience in objective and subjective measures as well as points learned from any deficiencies. If no experience is stated, indicate in detail how you plan to overcome this lack of experience.

Subfactor 2- Organizational Chart and Key Personnel is obtained for the purposes of evaluating an Offeror’s understanding of this requirement. Organization and personnel information should provide the Government confidence that the project is structured to be executable for the resources indicated.

Provide a current organizational chart; indicate which positions and personnel will be assigned to this project. Discuss and provide the experience of key project managers, marketing director, and employment coordinator. Resumes or experience cut sheets are limited to 2 pages each and are not part of the page count. In the event the intended person is not part of the offeror’s organization at the time the proposal is submitted, a signed Letter of Intent is required for the person to be considered key personnel.

Subfactor 3- Management Approach is obtained for the purposes of evaluating an Offeror’s understanding of this requirement as a whole and at the task level. Presented in a paragraph format, it shall not exceed ten (10) pages and should be a descriptive narrative explaining the Offeror’s technical solution to support and implement this project in meeting the goals and schedules. This Management Approach Plan should demonstrate the contractor’s technical approach for this project as described in the Performance Work Statement (PWS) based on the Offeror’s capabilities. Other elements for consideration in the plan include marketing efforts, quality control, time management, etc., all of which should tie back into the PWS.

Subfactor 4 Quality Control Plan - This section should demonstrate that the quality control, with lines of authority, are adequate to meet the contract’s requirements and provide the government confidence of the Offeror’s ability to successfully manage technical aspects of this requirement. This plan must include how the Government should ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level(s) and/or defect rate(s).

Though a full QC Plan is not required for this project, this narrative should include key Quality Control personnel for this project. The proposed Quality Control Plan should also provide a detailed explanation of how quality issues are addressed on various types of projects. At a minimum, this subfactor should address meetings, inspections, staff reviews, correction of non-compliant work, and the reporting of quality problems to the COR.

The Quality Control Plan is limited to five (5) single pages, exclusive of resumes, table of contents, tabs, and dividers.

Section 3, Price Offering

This Part shall be organized as follows: Offeror shall provide a Firm Fixed Price (FFP), for each Contracting Line-Item Number (CLIN) in the Combined Synopsis/ Solicitation utilizing the form provided (Attachment 2A-Cost/Price Proposal Submission Form). The FFP shall include all costs of all labor, materials, mailing/shipping, etc, required to perform the contract.

Failure to comply with the RFP requirements for Pricing information may result in an adverse assessment of an Offeror’s proposal and reduce or eliminate its chance of being selected for award. Offerors shall ensure that the information presented in this part is consistent and correlates with the information contained in other proposal documents from the Offeror.

General Instructions. In accordance with Federal Acquisition Regulation (FAR) 15.402 and 15.403-1, certified cost or pricing data are not required since adequate competition is expected for this procurement. Information other than certified cost or pricing data may be requested;

contractor shall make this information available upon request. Information submitted shall be prepared following the instruction in FAR 15.403-5. If after receipt of proposals the Contracting Officer determines that there is insufficient information available to determine price reasonableness and none of the exceptions at FAR 15.403-1 apply, the Offeror may be required to submit cost or pricing data.

Additionally, if adequate competition is not obtained, the Contracting Officer may incorporate FAR 52.215-20 entitled, “Requirements for Cost or Pricing Data or Information Other Than Cost or Pricing Data,” into the solicitation and request a Certificate of Current Cost or Pricing Data.

There are no page limitations for this part. Proposal information included in this part which is not directly related to Cost will be disregarded.