Attachment 2 - Section L - Instructions Conditions and Notices to Bidders.docx

Attachment 2 - Section L - Instructions, Conditions, and Notices to Bidders Section L - Instructions, Conditions, and Notices to Offerors

L-900. INSTRUCTION TO OFFERORS

L.1. PROPOSAL FORMAT AND ORGANIZATION:

L.1.1. General Instructions: The following instructions cover the preparation and submission of the Offeror’s proposal for this solicitation. Offerors shall follow all instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of this Request for Proposal (RFP) may cause their proposal to be determined unacceptable and therefore not eligible for award. If a joint venture arrangement exists for this acquisition, the Offeror shall provide a copy of the joint venture agreement, signed and dated by all members, as part of the Volume I submission. Offerors shall submit only one proposal for the AFCAP VI source selection; the Government will review only one proposal per Offeror. Proposals shall be received by the office specified in Block 7 of the SF33 no later than the date and time specified in Block 9. While not mandatory, Offerors are requested to submit Volume III, Past Performance, ten (10) calendar days prior to the main proposal due date to facilitate the evaluation process. Failure to submit Volume III by this earlier date will not result in disqualification.

L.1.2. Communications During Source Selection:

(a) All official communications, exchanges of information, and inquiries related to this solicitation shall be directed to the Contracting Officer (CO) identified in the solicitation documents. Contact with any other Government personnel regarding this solicitation is not authorized.

(b) The Government intends to control all exchanges of source selection information. Offerors shall mark all correspondence accordingly (e.g., "Source Selection Information – See FAR 2.101 and 3.104").

(c) The specific methods and platforms for submitting questions, receiving amendments, and conducting any necessary exchanges (e.g., Evaluation Notices) will be specified in the solicitation. Offerors are responsible for monitoring the official designated platform for all updates. For any necessary electronic exchanges, Offerors shall adhere to the following:

(1) Encryption: All email correspondence containing source selection information shall be encrypted. Offerors are responsible for ensuring they have a compatible, certificate-based email encryption capability. Prior to the first transmission, Offerors shall contact the CO to coordinate an exchange of public encryption certificates.

(2) File Formats: The use of file compression utilities (e.g., .zip, .rar) is prohibited for all email submissions unless explicitly authorized by the CO.

L.1.3. Volume Structure and Page Limitations: The Offeror’s proposal shall be organized into three (3) separate volumes. The page limits are detailed below. The Government will not evaluate any pages that exceed these limits.

(a) Overall Structure:

(b) Volume II Page Allocations: The 130-page limit for Volume II is further allocated by subfactor. Pages may not be moved between subfactors.

(c) Page Limit Inclusions/Exclusions: The page limits include all content (cover pages, tables, figures, etc.). A single Table of Contents and a list of acronyms for the entire proposal are excluded from the page counts.

L.1.4. Formatting and Submission:

(a) General Formatting: All proposal documents shall be submitted on 8.5 x 11 inch pages with margins of at least one (1) inch on all sides. The text shall be in Times New Roman, 12-point font. Text within tables and graphics may be in 10-point font. An 11 x 17 inch page may be used for large tables or schedules and will count as one page.

(b) Language and Currency: Proposals shall be in the English language, and all pricing information shall be stated in Untied States dollars (USD).

(c) Submission: All proposal volumes shall be submitted electronically in accordance with the instructions in the solicitation. Hard copy or paper submissions are not authorized and will not be accepted. Each volume shall be submitted as a separate, searchable PDF file.

(d) File Naming: The file name for each volume shall follow the convention: [Offeror Name] AFCAP VI Proposal Volume [I, II, or III]

(e) Markings: The Offeror is responsible for clearly marking any pages containing proprietary information. Every page shall contain the legend: “SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104”.

(f) Evaluation Notice (EN) Responses: Should the Government issue Evaluation Notices (EN), page limitations for responses will be specified in the correspondence forwarding the ENs.

L.2. VOLUME I – CONTRACTING DOCUMENTS

L.2.1. General: This volume does not have a page limit. The Offeror shall provide the following documents and information. Failure to provide these items may result in the proposal being deemed ineligible for award.

L.2.2. Solicitation Forms and Cover Letter:

(a) A completed and signed Standard Form (SF) 33, including any amendments issued. All clauses and provisions in the solicitation that require "fill-in" information shall be completed.

(b) A cover letter that identifies a primary point of contact (POC) for the proposal and delineates any exceptions taken to the RFP’s terms and conditions. Offerors are cautioned that taking exception to a material term or condition may render the proposal unacceptable.

L.2.3. Small Business Subcontracting Plan (Applicable to Other Than Small Businesses): If the Offeror is an Other Than Small Business, they shall submit a Small Business Subcontracting Plan that complies with FAR 52.219-9 and DFARS 252.219-7003. The plan shall meet the requirements of FAR 19.704 and include specific, realistic goals for each socioeconomic category. The subcontracting plan is a material requirement of the contract. The Government's proposed goals for this acquisition are:

(% of total subcontracted dollars)

L.2.4. System Adequacy and Rate Documentation: The Offeror shall provide evidence of the following. This is not an evaluation criterion but a determination of responsibility. If any of the below determinations or agreements are not available, the Offeror shall provide a narrative explaining the current status of each system or rate agreement.

(a) Accounting System: A determination from a cognizant government agency (e.g., DCAA or DCMA) that the Offeror's accounting system is adequate for awarding a cost-reimbursement type contract.

(b) Other Business Systems: Determinations from a cognizant government agency regarding the adequacy of the Offeror’s Estimating and Purchasing systems, if available.

(c) Indirect Rate Documentation: Current indirect rate documentation, such as a Provisional Billing Rate Agreement (PBRA), Forward Pricing Rate Agreement (FPRA), or Forward Pricing Rate Proposal (FPRP).

L.3. VOLUME II – TECHNICAL PROPOSAL

L.3.1. General Instructions:

(a) The technical proposal shall be clear, concise, and provide sufficient detail for effective evaluation by the Government. The proposal shall not merely rephrase or restate the Government’s requirements. Instead, it shall provide convincing rationale and a detailed description of the Offeror's specific approach to meeting the requirements outlined in the PWS and this solicitation.

(b) Offerors shall assume the Government has no prior knowledge of their corporate capabilities, processes, or experience. The Government's evaluation will be based solely on the information presented in the proposal.

(c) To be considered technically acceptable, the proposal shall address all subfactors as described in the paragraphs below. The information provided for each subfactor will be evaluated in accordance with the corresponding criteria in Section M of this solicitation. The written technical proposal shall address each of the following subfactors, describing the Offeror’s proposed approach to performing the requirements set forth in the PWS and this RFP.

L.3.2. Subfactor 1 – Technical Scenario Response: To address this subfactor, the Offeror shall submit a separate and complete Task Order Management Plan (TOMP) for each of the three (3) sample task order scenarios (Services, Construction, and Commodities) located in Section L. Each TOMP shall be a standalone document and must describe all procedures, plans, and assumptions used to develop the proposed solution. Each TOMP shall provide sufficient detail to address, at a minimum, the following areas as they pertain to its specific scenario:

(a) Management and Execution Approach: Your approach for on-site management, command and control, communications, deployment site control processes, quality control, and the integration and listing of subcontractors.

(b) Mobilization, Demobilization, Staffing, and Readiness: Your approach for staffing, mobilization, demobilization, ensuring personnel readiness, and implementing contractor security and personnel safety protocols.

(c) Logistics and Supply Chain: Your approach for providing all required logistics, including sources/origins of materials (with supplier data), equipment, and supplies; transportation and delivery routes; fuel sources; and staging locations.

(d) On-Site Resource Management: Your approach for materials handling, storage sites, property and equipment control, and facilities layouts.

(e) Schedule: A schedule demonstrating realistic critical path milestones to meet the scenario's performance dates.

L.3.3. Subfactor 2: Program Management: To address this subfactor, the Offeror shall submit the ten (10) distinct management plans as listed below. Each individual plan shall be complete and provide sufficient detail to address all of the corresponding requirements outlined in its respective section of the PWS. Failure to submit all ten plans, or submission of plans that do not adequately demonstrate the capabilities described above, may result in the proposal being found unacceptable. These plans, when taken as a whole, shall be written to demonstrate that the Offeror's overall management approach is:

(a) Effective in maintaining support in contingency environments and in identifying and resolving problems;

(b) Sufficient to provide oversight for effectively managing and integrating subcontractors; and

(c) Capable of integrating applicable federal regulations and best business practices at the task order level.

L.3.3.1. Staffing Plan: The Offeror shall submit a Staffing Plan that describes the Offeror’s overall approach to recruiting, training, and retaining personnel. The plan shall address all requirements outlined in PWS Section 5.3.1.1, including, at a minimum, the following elements:

(a) Global Response Capability: Your approach for providing on-site expertise worldwide within individual task order timelines, including standard operating procedures, workforce capacity, and relevant past recruiting efforts.

(b) Personnel Readiness: Your process for ensuring all personnel obtain required vaccinations, visas, and other documentation to meet deployment timelines.

(c) Workforce Composition: Your methodology for staffing with U.S. Nationals (USN), Local Nationals (LN), and Other Country Nationals (OCN), and for leveraging external resources to augment the workforce.

(d) Workforce Stability and Flexibility: Your plan for maintaining a stable workforce in high-stress environments and quickly filling unexpected vacancies (e.g., use of retention incentives, recruitment bonuses), including your reach-back capabilities and flexibility to relocate personnel.

L.3.3.2. Quick Response Plan: The Offeror shall submit a Quick Response Plan that details their capability to respond rapidly to urgent mission requirements. The plan shall address all requirements outlined in PWS Section 5.3.1.2, including, at a minimum, a description of:

(a) Expedited Response Timelines: Your plan for meeting expedited response timelines, ensuring an on-site presence within 24 hours for CONUS and 48 hours for OCONUS requirements.

(b) Management of Classified Information: Your process for handling urgent requirements that involve classified information, including the receipt of materials from specified government locations, and how this process will not extend the required response timelines.

(c) 24/7 Planning and Communication: Your approach for supporting classified real-time planning and communications with the Government on a 24/7 basis for time-critical taskings.

L.3.3.3. Procurement Plan: The Offeror shall submit a Procurement Plan that explains how they will acquire supplies and services to meet mission requirements. The plan shall address all requirements outlined in PWS Section 5.3.1.3, including, at a minimum, a description of your processes for:

(a) Procurement Processes: Conducting efficient and compliant procurements, including the use of market research and supplier evaluation.

(b) Cost-Effectiveness: The methodology for obtaining supplies and services at fair and reasonable prices, demonstrating transparency, accountability, and overall cost-effectiveness.

L.3.3.4. Quality Control (QC) Plan: The Offeror shall submit a Quality Control (QC) Plan that outlines how quality, schedule, cost, and performance will be managed. The plan shall address all requirements outlined in PWS Section 5.3.1.4, including, at a minimum, a description of your processes for:

(a) Performance Management: Your methodology for managing and ensuring quality, schedule, cost, and performance across different task order types (e.g., Cost-Reimbursable and Firm-Fixed-Price).

(b) Team and Subcontractor Integration: Your approach for providing oversight, integrating team partners, and ensuring quality consistency through the flow-down of the QC Plan to all team members.

(c) Issue Resolution and Communication: Your process for identifying and resolving issues between team partners, and for notifying the Government of performance issues, their potential impacts, and proposed mitigation strategies.

L.3.3.5. Subcontract Management Plan: The Offeror shall submit a Subcontract Management Plan that describes how it will oversee and manage subcontractors, placing full responsibility for oversight and corrections on the Contractor. The plan shall address all requirements outlined in PWS Section 5.3.1.5, including, at a minimum, a description of your systems and processes for:

(a) Subcontractor Oversight and Integration: Your approach for providing sufficient oversight, assigning work, integrating subcontractor efforts, and managing their performance.

(b) Reporting and Accountability: Your system for accounting and reporting all first-tier subcontractor dollars expended.

(c) On-Site Coordination: The role and responsibilities of on-site task leaders in coordinating subcontractor efforts.

L.3.3.6. Safety Plan: The Offeror shall submit a Safety Plan that outlines processes and procedures to protect employees and property from work-related incidents. The plan shall address all requirements outlined in PWS Section 5.3.1.6, including, at a minimum, a detailed description of your approach to:

(a) Mishap Prevention: The processes and procedures to protect employees and property from work-related mishaps.

(b) Compliance: Your methodology for ensuring compliance with all Occupational Safety and Health Administration (OSHA) regulations and all applicable Host Nation (HN) safety requirements.

L.3.3.7. Security Plan: The Offeror shall submit a Security Plan that describes how security procedures and internal controls will be implemented. The plan shall address all requirements outlined in PWS Section 5.3.1.7, including, at a minimum, a description of your approach to:

(a) Procedural Security: The implementation of Operations Security (OPSEC), Communications Security (COMSEC), and Telecommunications and Electrical Machinery Protected from Emanations Security (TEMPEST) procedures.

(b) Physical Security: The internal controls and measures that will be used to provide physical security to protect employees, information (including classified), and property.

(c) Enhanced Security: Your strategies for enhancing security when operating in hostile environments.

L.3.3.8. Property Control Plan (PCP): The Offeror shall submit a Property Control Plan (PCP) that outlines the processes for managing government property. The plan shall address all requirements outlined in PWS Section 5.3.1.8, including, at a minimum, a description of your processes for:

(a) Inventories: Executing assumption and disposition inventories for government property.

(b) Property Management: Maintaining accountability of property and ensuring it is adequately controlled, protected, preserved, and properly used throughout the life of a task order.

L.3.3.9. Mission-Essential Services Contingency Plan (MEP): The Offeror shall submit a Mission-Essential Services Contingency Plan (MEP) that addresses potential disruptions to contract performance. The plan shall address all requirements outlined in PWS Section 5.3.1.9 and its associated regulations. The plan shall describe, at a minimum, the Offeror’s actionable strategy for:

(a) Continuity of Operations: How you will maintain continuity of essential contractor services during a wide range of potential disruptions, including strikes, natural disasters, public health emergencies, or hostilities.

(b) Risk Mitigation: Your approach to the identification, prioritization, and mitigation of risks associated with mission-essential functions.

(c) Resource and Personnel Preparedness: Your specific provisions and processes for acquiring and preparing essential personnel and resources to ensure continuity of operations.

L.3.3.10. Combatting Trafficking in Persons (CTIP) Plan: The Offeror shall submit a Combating Trafficking in Persons (CTIP) Compliance Plan. The plan shall address all requirements outlined in PWS Section 5.3.1.10 and demonstrate the ability to fully comply with FAR 52.222-50. The plan shall, at a minimum, include the following components:

(a) Awareness Program: A description of your awareness program designed to inform all contractor employees of the Government’s policy prohibiting trafficking-related activities, the specific activities that are prohibited, and the consequences for violations.

(b) Reporting Mechanism: Your process for employees to report trafficking-related activities without fear of retaliation, which must include how you will make the Global Human Trafficking Hotline phone number and email address available to all employees.

(c) Recruitment and Wage Plan: Your recruitment and wage plan, ensuring you only use recruitment companies with trained employees, prohibit the charging of recruitment fees to employees, and ensure wages meet applicable host-country legal requirements (or explain any variance).

(d) Housing Plan: If you intend to provide or arrange housing for personnel, you shall include a plan that ensures the housing meets all applicable host-country housing and safety standards.

(e) Subcontractor Compliance and Monitoring: Your procedures to prevent all agents and subcontractors at any tier from engaging in trafficking in persons, including the methods you will use to monitor, detect, and terminate any subcontractor, agent, or employee found to have engaged in such activities.

L.3.4. Subfactor 3: Key Personnel: To address this subfactor, the Offeror shall provide a complete submission package for both the proposed Program Manager and the proposed Alternate Program Manager. The information provided must be sufficient to allow the Government to verify that the individuals meet all qualifications outlined in PWS Sections 4.1.1 and 4.1.2. The package for each individual shall include the following:

(a) Signed Letter of Intent: A letter of intent, signed by both the proposed individual and an authorized representative of the Offeror, committing the individual to this role if the Offeror is awarded a contract.

(b) Evidence of Security Clearance: Verifiable evidence that the individual possesses a current, active SECRET security clearance.

(c) Resume and Experience Narrative: A detailed resume and a narrative summary of relevant past efforts. This documentation shall clearly demonstrate that the proposed individual meets the minimum qualifications listed below:

(1) Program Manager: Five (5) years of program management experience within the last seven years, with demonstrated expertise in Government appropriations; Air Force Mission Support functions (specifically Engineering and Force Support); Construction, Services, and Commodities; Government acquisitions; and management of multiple task orders of a magnitude greater than $2M each in geographically dispersed locations simultaneously or equivalent deployment experience.

(2) Alternate Program Manager: Two (2) years of program management experience within the last seven years, with demonstrated expertise in Government appropriations; Engineering, Construction, Services, or Commodities; Government acquisitions; and management of multiple task orders of a magnitude greater than $400K.

L.3.5. Subfactor 4: Small Business Participation: To address this subfactor, the Offeror shall submit a Small Business Participation Commitment Document (SBPCD). The SBPCD shall describe the Offeror's commitment to maximizing opportunities for small businesses across all socioeconomic categories throughout the life of the contract. The SBPCD shall, at a minimum, address the following elements:

(a) Subcontractor Identification: A list identifying by name the specific small business subcontractors you intend to use and a description of the products or services each will provide.

(b) Nature of Commitment: A description of the extent and nature of your commitment to use these small businesses (e.g., signed letters of intent, formal teaming agreements, mentor-protégé arrangements, etc.). Offerors shall include copies of any such agreements as an appendix to the SBPCD.

(c) Complexity of Work: A description of the complexity and variety of the work that you intend for small businesses to perform.

(d) Meeting Government Goals: A narrative describing your approach to meeting the Government's proposed goals for subcontracting, as listed in the table below. If the Offeror is a Small Business, this narrative may include their own efforts. If an Offeror is unable to meet one or more of the goals, the narrative shall provide a detailed rationale and explanation.

(% of total subcontracted dollars)

The successful Offeror’s proposed SBPCD will be incorporated into the contract at contract award. Small businesses goals specifically identified in proposals must be consistent across the individual Subcontracting Plan (if applicable) and the SBPCD.

L.4. VOLUME III – PAST PERFORMANCE

L.4.1. General Instructions: The Offeror shall submit past performance information for itself, any joint venture members, and all proposed critical subcontractors in accordance with the format in Attachment L1 to this solicitation and the following paragraphs. A "critical subcontractor" is defined as any subcontractor or teaming partner, other than the Offeror itself, who will perform at least 20% of the total anticipated contract value. The Government's past performance evaluation will include an assessment of the Offeror, its joint venture members (if applicable), and all identified critical subcontractors.

L.4.2. Content and Submission Requirements:

(a) Summary Page: The Offeror shall include a summary page at the beginning of Volume III. This page shall describe the proposed role of the Prime Offeror, each joint venture member (if applicable), and each identified critical subcontractor, including the nature of their work and their proposed percentage of the overall effort. This summary shall also include a Corporate Roadmap that describes all corporate changes (e.g., mergers, acquisitions, reorganizations) that have occurred within the last five years. This roadmap must clearly explain how the past performance of predecessor or affiliate companies is relevant to the current Offeror's team.

(b) Number of Contract References: The Offeror shall submit a maximum of six (6) recent and relevant contract references for evaluation. This information shall be submitted using the format prescribed in Attachment L1.

(1) For Joint Ventures: If the Offeror is a joint venture, each member of the JV shall submit at least two (2) relevant contract references. The total number of references submitted by all JV members combined shall not exceed six.

(2) For Critical Subcontractors: The Offeror shall submit at least one (1) relevant contract reference for each identified critical subcontractor. These references count towards the six-contract maximum.

(c) Predecessor and Affiliate Information: The Offeror may submit past performance information for predecessor companies or corporate affiliates. If doing so, the Offeror shall provide a detailed narrative explaining the relationship and demonstrating how the predecessor/affiliate's resources (e.g., workforce, management, capabilities) will be directly and meaningfully involved in the performance of the AFCAP VI contract. If submitting information for a predecessor or affiliate, the Offeror shall clearly identify this relationship within the data submitted.

(d) Types of Contracts: Submitted contract references may include those with Federal, State, and local governments, as well as commercial customers.

L.4.3. Instructions for Submitting IDIQ Contracts:

(a) Submit Task Orders, Not the Basic IDIQ: Performance on an Indefinite Delivery/Indefinite Quantity (IDIQ) contract is demonstrated at the individual task order level. If an Offeror submits an IDIQ as a past performance reference, they shall submit one or more specific task orders issued under that IDIQ for evaluation. The Government will not evaluate the basic IDIQ contract; the evaluation will be based on the submitted task order(s).

(b) Submitting a Series of Task Orders: Offerors are encouraged to submit a series of related task orders to demonstrate a larger scope and magnitude of effort. If submitting a series:

(1) All task orders within the series shall be for a continuous and technically relevant scope of work.

(2) The Offeror shall provide the total dollar value and the period of performance for each individual task order in the series. The Government will sum these values to determine the overall magnitude for the relevancy assessment.

(c) Data Entry: All required information (e.g., dollar value, period of performance) shall be entered at the individual task order level within the prescribed submission format (PPI Tool / Attachment).

L.4.4. Subcontractor Consent for Release of Past Performance Information: The Offeror shall submit a consent form, executed by an authorized representative of each identified critical subcontractor and/or teaming partner. This form authorizes the Government to release that entity's past performance information, including any adverse information, directly to the Prime Offeror during potential discussions. A template for this form is provided as Attachment L2, Subcontractor/Teaming Partner Consent Form. These completed forms shall be included in Volume III.

L.4.5. Past Performance Questionnaires (PPQs):

(a) The Government will use the Past Performance Questionnaire (PPQ) (Attachment L3) as one means of obtaining performance information.

(b) The Offeror is solely responsible for distributing the PPQ to the client Points of Contact (POCs) for each submitted contract reference.

(c) The Offeror shall use their best effort to ensure that completed PPQs are submitted directly from the POCs to the Government Contracting Officer by the proposal due date. Submission instructions for the POCs are provided on the PPQ form.

(d) Completed PPQs are considered source selection sensitive information and will not be disclosed to the Offeror. Offerors shall not attempt to obtain the completed questionnaires from their POCs or discuss the specific comments provided.

L.4.6. Client Authorization for Commercial Contracts:

(a) For any commercial (non-government) contract references submitted, the Offeror shall issue a Client Authorization Letter (Attachment L4) along with the PPQ to the POC for that contract.

(b) This letter, which is to be sent along with the PPQ, authorizes the commercial client to release performance information to the U.S. Government.

(c) The Offeror shall include a copy of each sent authorization letter in Volume III of their proposal.

L.4.7. The Government’s Right to Verify Information: The Government reserves the right to verify any information provided in the Offeror's Past Performance volume and to obtain information from other sources. This may include, but is not limited to, conducting follow-up interviews with the POCs provided by the Offeror and consulting government-wide databases such as CPARS and FAPIIS.

L.5. LIST OF SECTION L ATTACHMENTS

L1: Past Performance Information Form L2: Sample Subcontractor/Teaming Partner Consent Form L3: Past Performance Questionnaire L4: Client Authorization Letter L5: Services PWS Sample Task (will be issued two weeks prior to the proposal receipt date) L6: Construction SOW Sample Task (will be issued two weeks prior to the proposal receipt date) L7: Commodity SOW Sample Task (will be issued one day prior to the proposal receipt date)