Attachment 3 - Section L - Draft.pdf

Attachment 3

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES

TO OFFERORS

FOR

UK WIDE GROUNDS MAINTENANCE SERVICES

WITHIN

UNITED KINGDOM VISITING FORCES (USVF)

WITHIN THE UNITED KINGDOM (UK)

20 JUNE 2024

L-1 GENERAL INFORMATION

L-1.1 This section of the Request for Proposal (RFP) provides general guidance for preparing proposals as well as specific instructions on the format and content of the required proposal volumes. Each proposal must include all data and information requested in the RFP. The offeror’s proposal must reflect a thorough understanding of the services required and display a logical development of the offeror's plans to implement all Performance Work Statement

(Section J, Attachment 1) requirements as assessed by the RFP evaluation criteria. Offerors are required to meet all solicitation requirements, including:

1. Terms and conditions

2. Representations and certifications

3. Current UK business registrations, licenses, and/or insurance required to legally operate and employ personnel within the UK or show rationale for non-applicability.

Failure to meet a requirement may result in an offer being ineligible for award.

Notice to Offeror(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. 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.

The Government’s terms, conditions, and respective clauses contained within this solicitation are prescribed in accordance with United States Federal Acquisition Regulations (FAR) and are not subject to conditionally proposed revisions or changes requested by offerors. Offerors’ specific terms and conditions that may be contingently proposed for subsequent inclusion into the contract, if awarded, will not be considered by the Government in its evaluation of proposals.

Offerors that are not able to comply with the aforementioned conditions, will be determined as non-responsive with the solicitation requirements, and therefore may be removed from consideration for award.

The Government may incorporate into this contract, by reference or full text, portions of the successful offeror’s proposal submitted in response to this solicitation as revised and supplemented through the final proposal revision

L-1.2 Efforts shall be made to keep offers as concise as possible with an emphasis on providing information essential for proper evaluation. The proposal shall be clear, concise, and shall include sufficient detail to provide for adequate evaluation. Proposals must contain adequate information to enable the evaluation team to fully ascertain whether an offeror's proposal meets the requirements of the RFP and must address the evaluation factors for award.

L-1.3 All information contained in the proposal an offeror feels is “Proprietary Information” and therefore not releasable under the Freedom of Information Act (FOIA), should be labeled

“Proprietary Information, Source Selection Information—See FAR 2.101 and 3.104.”

A Site Visit is planned for 1 August 2024 at RAF’s Lakenheath, Mildenhall, and Feltwell, but it subject to change and a separate site visit by the 501st to RAF Fairford, Croughton and

Alconbury with the date to be confirmed. All prospective offerors are highly encouraged to attend and are encouraged to inspect the sites where the services are to be performed. Exact details and information for the site visit will be provided after receipt of the information required in paragraph 2 below. In no event shall failure to inspect the sites constitute grounds for a claim after contract award. All offerors who intend to participate in the site visit shall coordinate base access through the Contracting Office.

1. A maximum of 2 persons per company will be allowed to participate

2. Contractor shall provide the names, DOB, and Driving License or Passport Number of company representatives attending the pre-proposal conference and site visit no later than 1500 hours British Summer Time (BST) on XX XXXX 2024, to:

48CONS.PKB.Grounds@us.af.mil

3. All questions received prior to the site visit will be answered during the conference if the answers are available.

4. All questions and answers will be recorded and published on https://www.sam.gov.

L-2 FORMAL COMMUNICATIONS

L-2.1 All communications shall be submitted via email to the following address:

48CONS.PKB.Grounds@us.af.mil

L-2.2 Questions must be submitted via email to address noted in paragraph L-2.1 above. All questions are due no later than XX XXXX 2023, XXXX British Summer Time. All questions and answers (Q&As) will be posted to www.SAM.gov.

L-3 SUBMISSION OF PROPOSALS

L-3.1 Only electronic proposals will be accepted in response to this solicitation. The separate master list will not be counted in the proposal page limitations outlined in paragraph L-4.5.

All offers shall be complete, clearly presented, and contain sufficient detail for effective

Evaluation as detailed in Section M of this solicitation. Offers shall be neat, indexed and assembled in an orderly manner.

Late proposals will be processed in accordance with FAR 15.208 ―Late submission, modifications, revisions, and withdrawals of offers.

The submittal due date for proposals is XX XXXX 2024, by 1600 hours British Summer Time.

Please submit Attachment 4 – Amendment Acknowledgement to acknowledge that all amendments have been received.

mailto:48CONS.PKB.Grounds@us.af.mil http://www.sam.gov/

L-3.2 Offerors are cautioned to strictly 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 late to the Government and eliminated from consideration for award. Late proposals will be processed in accordance with

Section L Instruction to Offerors – Competitive Acquisition.” The Government will retain the opened proposal. However, the proposal will not be evaluated or considered for award.

L-3.3 Disposition of Proposals. In compliance with FAR Subpart 4.8, the Government will retain one (1) copy of all unsuccessful proposals. Extra copies of unsuccessful proposals will be destroyed. No destruction certificate will be provided.

L-4 PROPOSAL PREPARATION INSTRUCTIONS

L-4.1 The following instructions prescribe the format for proposals and describes the approach to be used for the development and presentation of the proposal volumes. The proposal shall include all the information requested in Section L-4 Proposal Preparation Instructions/. Failure to include all information may render an offer ineligible for award. A proposal that merely reiterates or promises to accomplish the requirements of the Performance Work Statement

(PWS) (Section J, Attachment 1) will be considered non-responsive.

L-4.2 Proposal Volumes. Proposals shall be prepared in three (3) separate and distinct volumes:

Volume I – Technical

Volume II – Past Performance

Volume III – Price

Complete the necessary fill-ins and certifications in provisions and in the on-line Representations and Certifications at www.sam.gov. Return the provision FAR 52.212-3, Offeror

Representations and Certifications – Commercial Items along with the proposal. For other provisions and clauses in the solicitation, the offeror is required to submit the pages that require an offeror fill-in.

L-4.3 Electronic Proposals. All proposal information for each volume shall be submitted using

Microsoft Office 2010 or later, and/or Portable Document Format (PDF) using Adobe Acrobat

9.0 or later. Offerors shall not submit any documents in PDF that cannot be electronically searched. Offerors may use JPEG images for charts or screen shots. Offerors shall name files using standard naming conventions for each volume (e.g., Offeror name-volume name.docx).

Each volume shall be contained in its own single searchable file, with copy/paste capability, and stored in a folder that corresponds to the proposal volume it represents. JPEG images and company proprietary information, such as plans and manuals are excluded from the searchable, with copy/paste capability. Offerors shall insert the file name in the header of each document.

L-4.4 Proposal Format. Type size for text shall not be smaller than Microsoft Word Times New

Roman 12-point font, single column, normal proportional spacing and one-inch (1”) margins

(top, bottom, left and right). The text for charts, tables, graphs, and figures shall be no smaller than Microsoft Word, Times New Roman or Arial Narrow, 8-point font. Text lines and table lines of text shall be single-spaced. Text color for each page of the proposal submission shall be black only. Text within table headings, graphics, images, screenshots headers/footers, etc. are excluded from the text color and size restrictions. Information submitted shall not exceed the page limits stated below for each volume. Each volume shall contain a Table of Contents and

Cover Page.

What Counts as a Page. A page shall be an 8 ½” x 11” sheet of paper, to include any spreadsheets. All material shall be contained within the page limit identified for each volume, and all appendices, charts, graphs, diagrams, tables, photographs, drawings, etc., are included in the page count.

L-4.5 Copies and Page Limits. Evaluators will only read up to the maximum number of pages specified. If the page limit is exceeded, the excess pages will be removed from the proposal.

Copy requirements and page limitations are as follows:

VOL TITLE ORIGINAL REDACTED PAGE

LIMIT

I TECHNICAL 1 1 30 single sided

II PAST PERFORMANCE 1 1 50 single sided

III PRICE 1 0 NONE

Notes:

1. One un-redacted copy shall be submitted along with one copy with all company identifiable information redacted.

2. An Executive Summary shall be included in Volume II, Technical. The summary shall not exceed three pages. The table of contents, glossary and executive summary is not included in the

30-page limit for Volume II.

L-4.6 Cross-Referencing. Offerors shall not cross reference between Volumes I, II, and III. Each

Volume shall be written on a stand-alone basis. Information required for proposal evaluation, which is not found in its designated Volume, will be assumed to have been omitted from the proposal.

L-4.7 Exceptions/Assumptions. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offer being ineligible for award. If the offeror finds it necessary to take exception or make assumptions to any of the requirements specified in this solicitation, the offeror shall clearly identify the applicable

Volume and exceptions/assumptions with a complete explanation of why the exception/assumption was taken, what benefit accrues to the Government (if any), and its impact, if any, on the performance, schedule, price and specific requirements of the solicitation. Each exception/assumption shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception/assumption is taken. Offerors are cautioned that taking an exception/assumption may render the offer ineligible for award. This information shall be provided in the format below.

Solicitation

Document

Page/Paragraph Requirement/Portion Rationale & Impact

Contract Line Items section, PWS, Section 6 and Section 7, etc.

Applicable Page and

Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe the rationale and impact of the exception

L-4.7.1 If the offeror takes no exception/assumption to any of the stated requirements in the solicitation, a statement to this effect is required on the Cover Page of each proposal volume in the executive summary.

L –4.8 The offeror agrees to hold the prices in its offer firm for 180 calendar days from the date specified for receipt of offers.

L.4.9 RFP Section J Attachments

Attachment 01 Performance Work Statement

Attachment 02 Pricing Schedule

Attachment 03 Past Performance Questionnaires

Attachment 04 Section L

Attachment 05 Section M

L-5 TECHNICAL PROPOSAL – Limited to no more than 30 pages. Supporting documentation such as registration or certificates does not count towards the page limit.

L-5.1 The Technical Volume shall be specific, detailed, and complete to clearly demonstrate that offerors have a thorough understanding of the requirements to accomplish Grounds Maintenance

Services for United States Visiting Forces (USVF) in the UK. Statements that the offeror understands, can, or will comply with the PWS (Section J, Attachment 01) (including referenced

Air Force (AF) publications, Technical data, etc.); statements paraphrasing the PWS (Section J, Attachment 01) or parts thereof (including applicable AF publications, Technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., will be considered non-responsive.

L-5.2 Technical Contents. The offeror shall submit a Technical Proposal that contains the following:

1 Table of Contents Not to Exceed 2 pages

2 Glossary of Abbreviations and Acronyms Not to Exceed 1 page

3 Executive Summary (Optional) Not to Exceed 1 pages

4 Technical Factors Not to Exceed 30 pages

L-5.2.1. Table of Contents. A table of contents shall be included in Volume I. Each subfactor, aspect, and section will be clearly marked and tabbed for easy reference and pages shall be numbered in a consistent manner as stated under Proposal Preparation Instructions.

L-5.2.2. Glossary of Abbreviations and Acronyms. Volume I shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each.

L-5.2.3. Executive Summary. Volume I shall include the offeror’s Executive Summary (limit is 1 page). It should include a concise summary of the offeror’s proposed approach to providing

Grounds Maintenance Services for USVF in the UK.

L-5.3 MANAGEMENT PLAN

The Management Plan shall detail the offeror’s ability to manage and balance technical performance, time constraints, cost factors and the management of subcontractor personnel, if applicable. The plan must detail how work will be accomplished in a logical sequence that will lead to successful performance, including how resources will be allocated and reasonableness of hours and how you will manage staff throughout the life of the contract to ensure performance is accomplished in IAW the PWS requirements.

The plan shall also describe how the mobilization will be accomplished during the 30-day minimum mobilization period and must include a schedule for phasing-in all PWS requirements, including working with incumbent contractors. The mobilization description shall address the offeror’s plan to effectively and efficiently provide initial support immediately at contract award and shall present a process for phasing-in program management to minimize impact to customers, and an approach for managing mobilization risks.

Your plan shall include as a minimum, but is not limited to:

a) Provide a timeline to outline key mobilization activities.

b) Provide an organizational structure that addresses your approach and identifies key personnel IAW PWS paragraph 4.19 and provides the estimated total number of personnel at each location during peak seasons.

c) An explanation on how the proposed management structure will ensure efficient and effective performance of the contract and how work will be accomplished in a logical sequence that will lead to successful performance.

d) An explanation of how the coordination and availability of equipment and resources will ensure that performance is in line with the PWS specifications.

L-5.4 QUALITY CONTROL PLAN

Provide a Quality Control Plan that describes the approach you will use to successfully perform to the standards detailed in the PWS and to effectively meet the quality thresholds defined in the

Services

Summary. Note that if selected for award, you Quality Control Plan will be incorporated into the contract and will be monitored for compliance on the Service Summary as performance objective item.

Your plan shall include as a minimum, but is not limited to:

a) Methods of Surveillance and Methods of Documentation.

b) Frequency/Schedule of inspections at each location.

c) Management of subcontractor performance.

d) BASH, SSSI and surge/short notice support (i.e., equipment breakdowns, weather, personnel shortages).

e) As part of Quality Control, the offeror must also submit a plant with the proposal to illustrate how resources and personnel will be available and how the offeror intends to use them during a crisis or emergency outline in PWS paragraph 4.11 and in accordance with DFARS 252.237-7023 Continuation of Essential Contractor Services. At a minimum, the plan must include:

i) Challenges associated with maintaining essential contractor services during an extended event, such as a pandemic that occurs in repeated waves.

ii) The time lapse associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site.

iii) The components, processes, and requirements for the identification, training, and preparedness of personnel who can relocate to alternate facilities or performing work from home.

iv) Any established alter and notification procedures for mobilizing identified “Essential

Contractor Services” personnel; and

v) The approach for communication expectations to contractor employees regarding their roles and responsibilities during a crisis.

L-6 VOLUME II – PAST PERFORMANCE PROPOSAL

L-6.1 The Past Performance Volume and Past Performance Questionnaires (PPQs), Attachment

3, are due XX XXXX 2023, XXXX British Summer Time. It is the responsibility of the offeror to ensure the Contracting Office receives the past performance information. Specific guidelines and requirements about volume content and format are provided in this section. Offerors are required to submit one (1) original copy and one (1) redacted copy. All past performance questionnaires shall be submitted via email to the following address:

48CONS.PKB.Grounds@us.af.mil

L-6.1.1 Quality and Satisfaction Rating for Contracts Completed in the Past Three (3) Years–

The offeror shall submit recent and relevant contact information for a maximum of five (5) customers for whom Grounds Maintenance Services have been provided.

a) To be considered recent, grounds maintenance services for a particular customer must have been provided any time within the last three (3) years of issuance date of the solicitation. To be eligible for the past performance the period of performance of a contract must be for a minimum of six (6) months.

b) To be considered relevant, grounds maintenance services offerors must have:

• Performed a full range of grounds maintenance services as described in the

PWS,

• Managed subcontractors; (if applicable),

• Managed a least four (4) separate locations simultaneously,

• Performed services across multiple counties/regions/states simultaneously,

• Services a minimum of 10,000 acres and,

• Minimum annual dollar value of $2 million.

Relevant contracts are those of a similar scope, magnitude of effort, and complexities as described in the PWS. This information should include rationale supporting the offeror’s assertion of relevance. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate. When applicable, categorize and cross reference the relevance of the information into the specific relevancy criteria as defined in Section M, of this solicitation. The

Government is not bound by the offeror’s opinion of relevancy.

c) Summary. Describe your role (prime contractor, subcontractor, etc.) for each past performance reference cited.

L – 6.1.2 The Offeror will be responsible for contacting the past performance points of contact referenced by offerors in their proposal. The references will be requested to complete the Past

Performance Questionnaire (PPQ) (Attachment 1) which shall be returned directly from the past performance point of contact to the Contracting Officer for purposes of evaluation. Multiple customer contacts can be provided by offerors for the same customer. The Government reserves the right to contact any number of references and to use sources other than those provided by the offeror to obtain information related to Past Performance.

THE RESPONSIBILITY TO SEND OUT THE PAST PERFORMANCE

QUESTIONNAIRE RESTS SOLELY WITH THE OFFEROR.

For each past performance point of contact provided, offerors must provide the following information to the contracting officer:

a) Company/Division name/Contracting Agency/Customer name

b) Description of service provided (to include square footages/acres and locations)

c) Contract number (if applicable)

d) Contract value

e) Period of performance

f) Verified, up-to-date name, address, email.

Once the questionnaires are completed by the Point of Contact (POC), the information contained therein will be considered source selection sensitive and will not be released outside the

Government. The POCs shall forward their completed questionnaires directly to the government

– NOT BACK TO THE OFFEROR.

L-6.1.3 Past Performance Information from Other Sources. Past performance information for contracts not listed by the offeror and/or past performance information for contracts of planned subcontractor(s) may also be evaluated. References other than those identified by the offeror may be contacted by the Government and the information obtained during such contact may be used in the evaluation of the offeror’s past performance. While the Government may elect to consider data obtained from other sources, the burden of demonstrating relevancy and providing current, accurate, and complete past performance information rests solely with the offeror.

L-6.1.4 Offerors Rebuttal of Adverse Past Performance Information (if applicable). The offeror is allowed to provide a response to unfavorable past performance information if it did not do so on the original report or form. The offeror shall limit this response to only address the specific negative comments.

L-6.1.5 Responsibility Determination. Even though the assessment of past performance is separate and distinct from the Determination of Responsibility required by FAR Part 9.1, PPQ references contained herein may be used to support the Determination of Contractor

Responsibility for the successful offeror.

L-6.1.6 The offeror shall also submit a detailed description of work experience of two (2) contracts within the last three (3) years from the issuance date of this solicitation of a similar size, scope, complexity, and difficulty to that which will be performed under the prospective contract contemplated by this solicitation. The submission will illustrate similar work that the offeror has been awarded (or completed as a sub-contractor) but does not include the evaluation of the offeror’s performance. “Similar” is defined as projects comparable in terms of such factors as duration, value, types of services performed or level of contractor responsibility and authority. Each contract shall have been for a minimum annual dollar value of $2M and for a minimum of 10,000 acres. The detailed description submitted for each contract shall include, at a minimum, the following information:

a) Company/Division/Agency/Customer name.

b) Description of service provided.

c) Contract number.

d) Contract value.

e) Period of experience.

f) Verified, up-to-date name, address, email of company representative.

g) Contracting office contract information.

It is incumbent on the offeror to ensure the customer information is current and accurate.

L-7 VOLUME III - PRICE

L-7.1 Complete the Pricing Schedule attached to this RFP (Attachment 2). In so doing, the offeror accedes to the contract terms and conditions as written in the solicitation, with attachments. The solicitation constitutes the model contract.

The resultant contract will be Firm-Fixed-Priced. Accordingly, proposed pricing by offerors shall be firm-fixed, and not subject to revision and/or negotiation if selected for contract award.

Additionally, multiple awards will not be considered. Proposals shall include pricing for all items in the Pricing Schedule.

Proposed pricing must be submitted in British Pounds Sterling (£), exclusive of Value Added

Tax (VAT). Ensure that unit prices are no more than two (2) decimal places and rounded up to the nearest Pound Sterling (£). Proposals shall remain valid for 180-days after the closing date of this solicitation.

Prices shall include all supervision, personnel, equipment, transportation, material, and other items and services necessary to perform Grounds Maintenance services for the period 30 June

2025 through 29 June 2030 in accordance with the Performance Work Statement (PWS). Any

Task Orders issued during the resultant contract will be priced IAW the pricing stated in the corresponding Contract Line Item Number (CLIN)PWS and will not incur any additional cost at time of issuance. Example: CLIN 0024, Tree and Stump Removal (Large), £100.00/each. A work order issued for the removal of 10 large trees (.914M) would be priced at £100.00 per tree for a total of £1,000.00. A work order issued for the removal of 50 large trees (1.5 M) would be priced at £100.00 per tree for a total of £5,000.00.

L-8 INFORMATIONAL PRICING NOTE – TUPE (Transfer of Undertakings (Protection of Employment) Regulations 2006

Definition. The United Kingdom’s Transfer of Undertakings (Protection of Employment)

Regulations 2006 (TUPE) is the main piece of legislation governing the transfer of an undertaking, or part of one, to another. The regulations are designed to protect the rights of employees in a transfer situation.

During the solicitation phase and award of the resultant contract the Government does not have access to specific TUPE information nor become involved with related TUPE processes and associated liabilities (to include indemnification) that may transpire during pre-award or post-award phases between transferor and transferee. While the Government understands the relevance of TUPE information in proposing fixed prices, the responsibility to provide TUPE information rest solely with the transferor; governed by Regulation 11 of the Transfer of

Undertakings (Protection of Employment) Regulations 2006 (TUPE). As the transferor need only provide TUPE information to the transferee prior to the transfer, the Government will only make available the listing of the current, incumbent contractor(s) with associated points of contact if requested. The Government is not responsible for determination of TUPE applicability; the responsibility lies solely with the transferor.

As this is a firm-fixed-priced contract is it incumbent upon the offeror to calculate any anticipated TUPE pricing at time of proposal submittal. TUPE costs cannot be submitted as a conditional proposal, if submitted as such the offeror’s proposal will be considered unacceptable and the offeror may be excluded from competition.

(End of Addendum)