Attachment 3 - Instructions and Evaluations of Offers. 1.pdf

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 1

ADDENDUM TO FAR 52.212-1 -- INSTRUCTION TO OFFERORS, COMMERCIAL

ITEMS

Tailoring of FAR 52.212-1(c) - Period of acceptance of offers: Is amended to read 180 days versus 30 days. The offeror shall make a clear statement in Volume 1 that the offer is valid for 180 days after the solicitation closing date.

1. Instructions to Offerors-Commercial Items.

a. General Instructions.

(1) To assure timely and equitable evaluation of the proposal, the offeror must follow the instructions contained herein. The proposal must be complete, self-sufficient, and respond directly to the requirements of this solicitation. The response shall consist of two (2) separate proposal volumes; Volume I – Price, Volume II –Technical Capability.

(2) ONLY THE MINIMUM AMOUNT OF INFORMATION REQUIRED TO PROVIDE FOR

PROPER EVALUATION IS REQUESTED. The proposal shall be clear, concise, and include sufficient detail to provide for adequate evaluation and for substantiation of the validity of stated claims. Submitted documents must contain adequate information to enable the Contracting Officer to fully ascertain offerors capability to perform contract requirements, must meet the requirements of the RFP, and must address the evaluation factors for award.

(3) Offerors shall acknowledge awareness of all amendments to the solicitation by signing and dating Page 1 of each Standard Form 30, Amendment of Solicitation/Modification of Contract, and including it in proposal Volume I, Price.

(4) The Contracting Officer has determined there is a high probability of adequate price competition for this acquisition, so offerors are cautioned to submit their best pricing up-front.

b. Pre-Proposal Site Visit. There will be an optional pre-proposal site visit for this requirement.

Attachment 1, Performance Work Statement, can be used in developing your proposal.

2. Proposal Preparation Instructions.

a. To assure timely and equitable evaluation of offers, offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, and representations and certifications, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offer being deemed non-compliant and ineligible for award. By submission of its proposal the offeror agrees to hold the prices firm for 180 calendar days from the solicitation closing date.

b. Proposal Preparation Instructions. Failure to furnish a complete proposal may result in a determination by the government that the proposal is non-compliant. Electronic Copies: Only electronic/digital copies of proposals will be accepted. Faxed, hand carried, or mailed proposals will NOT be accepted. Send electronic copies of each volume via email to Mrs.

Madison Duarte at madison.duarte.1@us.af.mil, A1C Alan Mwamba at alan.mwamba.ke@us.af.mil, AND to (M)Sgt Jerime Gorse at jerime.gorse@us.af.mil by the date and time specified in Block 8 of the SF1449.

mailto:madison.duarte.1@us.af.mil mailto:alan.mwamba.ke@us.af.mil mailto:jerime.gorse@us.af.mil

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 2

1. General Format and Content. The offeror shall submit the following volumes of material. A complete proposal consists of two volumes:

Volume 1 – Price

Volume 2 – Technical Capability

Submission of offers. Submit signed and dated offers to the email specified in this solicitation at or before the exact time specified in this solicitation. Offers must be submitted in accordance with Volume 1 & 2 below. As a minimum, offers must show—

Volume 1 – Price, to include:

(a) SF 1449 CLIN Structure

(b) Attached Bid Schedule (Attachment 4)

(c) Any applicable signed amendments

Volume 2 – Technical Capability, to include:

Factor 1 – Staffing/Organizational Chart

Sub Factor a – Employee Qualifications (if applicable)

Factor 2 – Technical Approach

Factor 3 - Surge Capabilities

Sub Factor a – Action plan during peak grow season (Mar-May) & (Oct-Nov)

Period for acceptance of offers: The offeror agrees to hold the prices in its offer firm for 180 calendar days after the solicitation closing date.

Late submissions, modifications, revisions, and withdrawals of offers:

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, to reach the Government office designated in the solicitation by the time specified in the solicitation.

(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(2) Acceptable evidence to establish the time of receipt includes the time/date of emailed proposal.

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 3

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offers may be withdrawn by written notice via email at any time before Contract Award.

Contract Award: The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to open communications if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

Unique Entity Identifier: The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror's name and address. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

Volume I – Price

Pricing shall be provided on the SF 1449 and attached Bid Schedule (Attachment 4).

Cover Sheets: Each volume shall include a cover sheet with the following information:

1) Volume number

2) Solicitation number

3) Name, address, email, and telephone number of the offeror UEI and CAGE number

4) Volume I cover sheet shall include a statement that the offer and prices will remain in effect for 180 days after the solicitation closing date.

SF 1449, Bid Schedule, and Representations and Certifications.

a. Standard Form (SF) 1449: Complete blocks 12, 17a, 30a-c and pages 3 through 10 (CLIN Pricing). Blocks 30a, b, and c shall be signed by an official having the authority to legally bind the company contractually. Any/all amendments issued shall be acknowledged and signed. In doing so, the offeror accedes to the contract terms and conditions as written in the solicitation, with attachments.

a. Bid Schedule: Insert proposed unit and extended prices in the Bid Schedule (Attachment 4) for each Contract Line-Item Number (CLIN) for the base period and all option periods. For ease of administration the unit and total price should be rounded to the next whole dollar amounts.

http://www.sam.gov/ http://www.sam.gov/

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 4

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

Volume 2 - Technical Capability – Limited to no more than 80 pages and will be rated on an Combined Technical/Risk Rating basis by factor and subfactors. The Offeror will provide a written narrative describing their Factor 1 - Staffing/Organizational Chart, Factor 2 - Technical Approach, and Factor 3 - Surge Capabilities. The Offeror’s proposal shall also address each of the following subfactors under Factor 1 & 3 in detail.

a. Section 1 – Staffing/Organizational Chart

Sub Section a – Employee Qualifications

b. Section 2 – Technical Approach

c. Section 3 - Surge Capabilities: Action plan during peak grow season (Mar-May) & (Oct-Nov)

Instructions for Past Performance:

a. Nothing is required from the offeror for Past Performance.

b. The Government will pull Contractor Performance Assessment Reporting System (CPARS) data from the last three (3) years for each offeror.

c. The Government will also pull Federal Awardee Performance and Integrity Information System (FAPIIS) data on each offeror.

(End of Addendum) https://www.sam.gov/

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 5

ADDENDUM TO 52.212-2

Addendum to FAR 52.212-2:

1. BASIS FOR CONTRACT AWARD:

Evaluation-Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers in order: Technical Capability, Price and Past Performance.

Proposal Evaluation Approach

Step 1: Review all timely proposals for completeness and eligibility.

Step 2: Evaluate all proposals Volume 2: Technical Capability with the Combined Technical/Risk Rating.

Step 3: Rank proposals by the combined technical/risk rating.

Step 4: Evaluate proposals price to determine if it’s realistic, fair, and reasonable.

Step 5: Rank proposals by combined technical/risk rating and price.

Step 6: Evaluate past performance.

Step 7: Rank proposals by combined technical/risk rating, price and past performance.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement and 50% of the last option period to evaluate the option to extend services per FAR 52.217-8. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, emailed to the successful offeror within the acceptance period specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

2. Evaluation Factors for Award

Three evaluation factors will be used to evaluate proposals: price, past performance, and technical approach. Price, technical capability, and past performance evaluations will be performed based on the following criteria:

a. Factor 1: Volume 1 - Price

Price will be evaluated to ensure the Government receives a fair and reasonable price. The Government will evaluate offers for award purposes by adding the total price for all CLINs to include the base period, all option periods to include the option to extend services per FAR 52.217-8. This will constitute the Total Evaluated Price (TEP). Evaluation of options shall not obligate the Government to exercise such options.

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 6

b. Factor 2: Volume 2 – Technical Capability: The Government’s technical evaluation team shall evaluate the technical proposals on a Combined Technical/Risk Rating. The combined technical/risk rating includes consideration of risk in conjunction with the significant strengths, weaknesses, significant weaknesses, uncertainties, and deficiencies in determining technical ratings, Unacceptable (red), Marginal (yellow), Acceptable (green), Good (purple), Or Outstanding (Blue), described in the Technical Ratings table below. Only those proposals determined to be technically acceptable or better, either initially or as a result of exchanges, will be considered for award. However, the Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without exchanges.

Color Rating Adjectival Rating Description

Blue Outstanding Proposal demonstrates an exceptional approach and understanding of the requirements and contains multiple strengths and/or at least one significant strength, and risk of unsuccessful performance is low.

Purple Good Proposal indicates a thorough approach and understanding of the requirements and contains at least one strength or significant strength, and risk of unsuccessful performance is low to moderate.

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is no worse than moderate.

Yellow Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements, and/or risk of unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements of the solicitation and, thus, contains one or more deficiencies and is unawardable, and/or risk of performance is unacceptably high.

a. Section 1 – Staffing/Organizational Chart: Offeror shall provide a detailed organizational overview with a minimum of one (1) on site supervisor and twelve (12) workers demonstrating the contractor’s organization, experience, operational controls, and technical skills to an appropriate level to adhere to the PWS. If the minimum requirements are not met within your plan, you must be able to explicitly demonstrate why and how it benefits the Government.

b. Section 2 –Technical Approach: Offeror shall provide a detailed plan to show the process and timelines demonstrating an approach and understanding of the requirements and adhering to the performance objectives and specifications within the PWS. At a minimum the plan will have three (3) tractor mowers, six (6) zero turn mowers, ten (10) weed eaters, one (1) stump grinder, three (3) chain saws, five (5) leaf blowers, weed control equipment and a way to move the equipment. The Technical approach shall also, at a minimum show how you will complete a full rotation of all regular requirements within the PWS (mowing, weed eating) for the entire base within 2 weeks. If these minimum requirements vary within the plan, you must be able to demonstrate why and how it benefits the government. If the minimum requirements are not met within your plan, you must be able to explicitly demonstrate why and how it benefits the Government.

c. Section 3 - Surge Capabilities: Offeror shall submit a detailed plan to show the process and timelines to demonstrate an approach during peak grow season (Mar-May) & (Oct-Nov). Examples include capabilities to increase and/or shift manpower, capabilities to increase frequency outside of baseline grounds maintenance services, etc. The Technical approach shall also, at a minimum show

FA4661-24-R-0001 – Attachment 3, Instructions to Offerors – Page 7 how you will complete a full rotation of all regular requirements within the PWS (mowing, weed eating) for the entire base within ten (10) days. If these minimum requirements vary within the plan, you must be able to demonstrate why and how it benefits the government. If the minimum requirements are not met within your plan, you must be able to explicitly demonstrate why and how it benefits the Government.

d. Factor 3 - Past Performance

1. Past performance will be evaluated based on Performance Confidence Assessment using all CPARS ratings (Overall Ratings) within the last 10 years performing under NAICS 561730 - Landscaping Services. Past Performance with be rated in accordance with the table below.

Adjectival Rating Description

Substantial Confidence Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence Based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

Neutral Confidence No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The offeror may not be evaluated favorably or unfavorably on the factor of past performance.

Limited Confidence Based on the offeror’s recent/relevant performance record, the Government has a low expectation that the offeror will successfully perform the required effort.

No Confidence Based on the offeror’s recent/relevant performance record, the Government has no expectation that the offeror will be able to successfully perform the required effort.

NOTE 1: In the case of an offeror without any past performance (CPARS ratings) or for whom information on past performance is not available, the offeror shall be determined to have neutral Confidence rating.

Note 2: If subcontractor experience is submitted for consideration as part of the proposal, the offeror should include a commitment signed by offeror and subcontractor certifying that if a contract is awarded resulting from the proposal, the parties commit to joint performance as proposed. If the signed commitment is not fully executed by both parties and provided with the Past Performance Proposal, subcontractor references will not be evaluated or considered.

Affiliate companies, sister companies, teaming arrangements, joint venture agreement, etc., will be considered provided that sufficient documentation is included in the proposal. The primary offering entity must demonstrate that the affiliate will perform significant and critical aspects of the contract if awarded. Documentation includes a copy of the signed arrangement such as documented affiliation, a copy of the teaming agreement, a copy of the joint venture agreement, etc. In the case of a joint venture, both companies will be rated equally. In case of a prime and subcontractor or Mentor program, both companies will be rated as a Prime/Sub.

(End of Addendum)