Attachment 3 Section L Instructions to Offerors Final 2-11-21.docx

FA8224-21-R-0002

AGE 2

Section L – Instructions to Offerors

1.0 PROPOSAL FORMAT

1.1 General

The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the Request for Proposal (RFP) may cause the offeror’s proposal to be determined not eligible for award.

If a joint venture agreement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members, as part of the proposal submission.

Offerors shall submit only one proposal for FA8224-21-R-0002 Hill AFB Aerospace Ground Equipment 2 (AGE2) as the Government will review only one proposal per offeror.

No later than the date and time specified in SF33 Item 9 Offer Due Date and Time of the solicitation, proposals must be received by the Contracting Officer at the following address:

AFSC/OL:H/PZIEA

Attention: Carmen North 6038 Aspen Ave Bldg 1289 NE Hill Air Force Base, UT 84056

The package used to submit the proposal shall be marked with the solicitation number, the offeror’s company name and address and the offeror’s point of contact name and email address.

The Government intends to award a competitive single award Indefinite Delivery Indefinite Quantity (IDIQ) contract for the Hill AFB AGE 2.

1.1.2 The contractor shall provide qualified personnel, tools, supplies (office, cleaning, etc.), equipment, transportation, freight, and training necessary to perform AGE operations (e.g., preparing for use, servicing, inspecting, maintaining, overhauling, cleaning, blasting, painting, repairing, dispatching, transporting) The contractor shall operate a dispatch service ensuring drivers for all Government initiated movements on HAFB and AMARG. All AGE services shall comply with all local, state and federal laws. Contractor services shall include the operation of the AGE Dispatch Operations function, Equipment Maintenance and Servicing Shops e.g., corrosion control (paint and blast), battery shop, tire shop, supply/bench stock support, safety office, quality control office, hazard material, publications/forms, drawings, prints, Technical Orders (TO), TO librarian and libraries, and contingency/emergency services as described herein and where available). Equipment maintenance/documentation shall be performed in accordance with (IAW) TOs, Air Force Instructions (AFI), and supplements identified within the PWS and Appendix B, Listing of Publications. The contractor shall comply with this PWS in its entirety.

1.1.3 The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The offeror’s proposal shall provide a description addressing how the offeror intends to meet the Government’s requirements and evidence of the effectiveness and ability to execute the proposed methodology.

1.1.4 Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and not desired.

1.1.5 The proposal acceptance period is specified in SF33 Item 9 Offer Due Date and Time of the solicitation. The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid for a minimum of 365 days from solicitation closing.

1.1.6 In accordance with (IAW) FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful proposals (Original CD) and one copy in the electronic contract file. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

1.2 Communications

The Procuring Contracting Officer (PCO) is the sole point of contact for this acquisition. The offeror shall address any questions, concerns or requests for clarification to Contracting Officer Carmen North at email carmen.north@us.af.mil See paragraph 1.3.11 for suspense dates for submission of inquiries and questions.

1.2.1 Exchange of Information

Exchanges of source selection information between Government and offerors will be controlled by the PCO. Email may be used to transmit such information only if the email can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. Direct mail is not authorized to be used for exchange for information. Otherwise, source selection information will be transmitted via DOD SAFE at https://safe.apps.mil/ (See Paragraph 1.3.10 for submision instructions) When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

1.2.2 Submission, Modification, Revision, and Withdrawal of Proposals

Proposals and modifications to proposals shall be submitted in accordance with paragraph 1.3.9 in electronic media to the address located in paragraph 1.1 of this document, showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Late proposals will only be considered IAW FAR 15.208.

Proposals may be withdrawn by written notice received via email at any time before award. Proposals may also be withdrawn in person by an offeror or an authorized representative, if the identity of the person requesting the withdrawal is established and the person signs a receipt for the proposal before award.

1.2.3 Debriefings

The PCO will notify offerors of any decision to exclude them from the competitive range; whereupon, they may request and receive a debriefing IAW FAR 15.505, Pre-Award Debriefing of Offerors. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing.

The PCO will notify unsuccessful offerors in the competitive range of the source selection decision IAW FAR 15.503, Notifications to Unsuccessful Offerors. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make the request IAW the requirements of FAR 15.505 or 15.506, as applicable.

1.2.4 Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the PCO in writing with supporting rationale, as well as the remedies the offeror is asking the PCO to consider as related to the omission or error. When appropriate, Government responses will be provided to all offerors.

1.2.5 Amendments to Solicitation

If this Request for Proposal (RFP) is amended, all terms and conditions that are not amended remain unchanged. If the RFP is amended prior to proposal delivery, offerors shall acknowledge each amendment by signing and returning the front page of the amendment with the proposal submission. If the RFP is amended after proposal submission, offerors shall respond by the date and time specified in the amendment to include signing and returning the amended RFP.

1.3 Volume Organization

1.3.1 General

The offeror shall prepare the proposal as set forth in the Proposal Organization Table 1 below. The titles and contents of the volumes shall be as defined in Table 1, all of which shall be within the required page limits and with the number of copies as specified.

The title page of each volume must show:

1.3.1.1 Solicitation Number

1.3.1.2 Company name, address, Commercial and Government Entity (CAGE) Code and Data Universal Numbering System (DUNS) Number.

1.3.1.3 Primary point of contact name, telephone number and email address

1.3.1.4 Volume number and name (e.g. Volume I Price) and copy number (i.e. Original)

Table 1: Proposal Organization

1) Table of Contents

2) List of Table and Drawings

3) Glossary

4) Cross Reference Matrix

5) Subfactor One Management Approach

6) Subfactor Two Resource Management Approach

7) Subfactor Three Contract Execution Scenario

1) List of contracts awarded in the last 5 years. (Up to 3)

2) Description of services provided on each contract.

1.3.2 Page Limitations

Individual page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. If Evaluation Notices (ENs) are issued, page limitations may be placed on responses. The specified page limits for EN responses will be identified in the letters forwarded with the ENs to the offerors. Each page shall be counted except the following: blank pages, title pages, tables of contents, lists of tables and drawings, cross-reference matrices, tabs, and glossaries.

1.3.3 Page Size and Format

A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Except for the reproduced sections of the solicitation document, the text size shall be Times New Roman font and no less than 12 point. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and 1-inch side margins. Pages shall be numbered sequentially by volume. These page size and format restrictions shall apply to responses to ENs. These limitations shall apply to CD electronic format of proposals.

1.3.4 Tables, Charts, Graphs and Figures

Organizations, systems and layout, implementation schedules, plans, etc. shall be depicted in tables, charts, graphs, or figures wherever practical. These items shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than Times New Roman 10 point and searchable for text in Microsoft (MS) Office Word and/or PDF formats to the maximum practical extent. Ensure all tables, foldouts, graphics, and figures in the electronic version of the proposal are pasted into the proposal in a format that allows a word search by the host program (do not paste as pictures) to the maximum practical extent. These limitations shall apply to electronic proposals.

1.3.5 Cost or Pricing Information

All cost or pricing data shall be addressed only in the Price volume, Volume I.

1.3.6 Cross-Referencing

Each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross-referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal.

Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity, but must be hyperlinked IAW Section 1.3.9.

1.3.7 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tables of contents do not count against the page limits for the offeror’s respective volumes.

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for the offeror’s respective volumes.

1.3.8 Binding and Labeling

Binding and labeling of paper copies is not required since paper copies shall not be submitted. For electronic offers, be sure to apply all appropriate markings including those prescribed IAW FAR 52.215-1(e), Restriction on Disclosure and Use of Data and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information. Any page containing proprietary information should be so marked.

1.3.9 Electronic Offers

The offeror shall submit Volumes I through IV in electronic format, using virus-free CD-R. In no case shall the offeror use CD-RW. Re-writable CDs (i.e., CD-RW) WILL NOT BE READ, EVALUATED, OR CONSIDERED. Each volume will be on a separate CD, for a total of 4 CDs. The electronic copies must be submitted in a format readable by Microsoft (MS) Word 2016, MS Excel 2016, and MS-Power Point 2016, as applicable. PDF formats shall not be used. Word documents – Set “save as type” to “Word Document (*.docx)” only. Excel spreadsheets – Set “save as type” to “Excel (*.xlsx)” only. For electronic copies, indicate on each CD the volume number and title. Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The file naming shall specify the appropriate volume. If files are compressed, the necessary decompression program must be included.

The Table of Contents of all proposal volumes shall be hyperlinked to the corresponding material within each proposal volume such that clicking the mouse on an item in the Table of Contents will take the reader to the corresponding section within the body of the proposal volume. Any heading or sub-heading appearing in the Table of Contents shall be hyperlinked as described above. The Table of Contents shall include the file names, as well as page numbers where content is cross-referenced between subfactors. Also, any reference within the body of the proposal volume that refers the reader to another location within the referring document shall be hyperlinked in the manner described above. Hyperlinking references between different filenames is not necessary.

Submission of the initial proposal packages via electronic mail will be accepted via DOD SAFE only. Initial proposal packages shall have a CD delivery to be mailed.

1.3.10 Distribution

The Offeror shall submit two (2) CD-ROM sets, each containing the complete proposal, to the contracting point of contact identified in 1.1. The original proposal shall be identified “Original.” Contractor shall also deliver an electronic copy of the proposals through *DoD SAFE, https://safe.apps.mil/. Due to COVID-19, telework, and delay in the mail system electronic submissions will be accepted in addition to (2) CD-ROMs being mailed. Do not send proposals to any other address or they may not be considered for award. Label each CD-ROM with your proposal title and volume number. All Data files and electronic media delivered to the Government must be reviewed to ensure they are virus-free.

*DoD Safe is a web-based tool that provides authentication DoD CAC users and guests (unauthenticated users) the capability to securely send and receive large files, including files that are too large to be transmitted via email. Guests can receive files from CAC users and (only if CAC users requested files) send files to CAC users. Notification is achieved via email.

-Authenticated CAC users can send files to any email address (i.e., .mil, .gov, .com). Guests (i.e., PIV holders, users with .com and .edu emails) can send files but only if solicited by CAC users.

-In order for a guest user to create a drop-off, they must receive a drop-off request from an authenticated user. (Carmen North @ carmen.north@us.af.mil) A drop-off request is valid for 14 days.

-The files will be available to the PCO for 7 Days once submitted. Ensure you have received email confirmation from the PCO that your submission has been received.

-25 files per package may be uploaded at one time. The maximum file size of a package is 8GB. If more than one drop off is needed identify that in the email request to the PCO Carmen North.

Proposals received after the due date and time specified in the solicitation (SF33 Item 9 Offer Due Date and Time) shall be treated IAW FAR 15.208, Submission, Modification, Revision, and Withdrawal of Proposals.

Exchanges of source selection information, after submission of the initial proposal packages, between the Government and offerors, will be controlled by the Contracting Officer.

1.3.11 Proposal Inquiries

All inquiries and questions shall be submitted no later than 19 March 2021, 2:00 pm MDT (Hill AFB local time) via e-mail to the PCO and Contract Specialist. Ensure ‘FA8224-21-R-0002 Proposal Inquiry – Prime Company Name, Cage Code’ is in the subject line of the email. Inquiries and questions, if appropriate as determined by the Government, will be answered as quickly as possible. Inquiries and questions received after 19 March 2021, 2:00 pm, if appropriate as determined by the Government, may or may not be answered by the Government. When appropriate, answers to questions and concerns will be made available to all offerors.

2 VOLUME I, FACTOR 1: PRICE

2.1 General

The Price Volume should be specific and include all information required of Volume I. Compliance with these requirements is mandatory and failure to comply may result in rejection of the offeror’s proposal. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject the offeror’s proposal. Offers should be sufficiently detailed to demonstrate completeness, reasonableness, and balance. The burden of proof for credibility of proposed costs/prices rests with the offeror.

2.1.1 Offeror’s responses will be evaluated in the following areas as defined in Section M Evaluation.

2.1.1.1 Completeness

2.1.1.2 Reasonableness

2.1.1.3 Balance

2.1.1.4 Total Evaluated Price (TEP)

The Price Volume shall be organized according to the following general outline:

2.2 Total Evaluated Price (TEP) Matrix, Section J Attachment 5 Offerors shall input into the TEP Matrix, located in the Section J Attachment 5, Not-to-Exceed (NTE) fully burdened rates for all labor categories and years for each CLIN for all task order price years to cover the 5 year ordering period and the 24 month 52.217-9 Option to Extend the Term of the Contract. Unit prices shall include direct labor rates, all direct costs, indirect costs (Overhead, General and Administrative, Fringe Benefits, CBA, etc.) and profit necessary for the performance of the entire requirement. Unit prices provided shall be rounded to the nearest penny.

The TEP will consist of the cumulative value for all CLINs 0001 through 0006, including Option CLINs 1001 through 1006, except CLIN 0009 and 1009 for Not Separately Priced (NSP) Contract Data Requirements List (CDRLs). The TEP for CLIN 0010 Post Award Conference will be evaluated as $2,000 for all offerors. The TEP for CLINs 0007 and option CLIN 1007 will be calculated by applying notional hours to a predetermined mix of labor categories all task order price years. The sum of these notional hours applied to the offeror’s proposed unit price for labor categories will determine the TEP. Notional labor hours will be for Government evaluation purposes only and will not be disclosed to offerors. The TEP is for evaluation purposes only; however, all proposed unit prices and labor category rates are contractually binding as Not-to-Exceed (NTE). A no bid or an omitted unit price may result in an incomplete Price Volume submission. An omitted unit price may result in proposal elimination.

Submit a copy of the completed TEP Pricing Matrix in Price Volume I in MS Excel (non PDF format).

2.3 Price Data

Data beyond that is required by this instruction shall not be submitted, unless the offeror considers it essential to document or support its cost/price position. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Price Volume I. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

2.4 Cost or Pricing Data Requirements

In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness. Data shall be provided IAW FAR 15.403-5, Instructions for Submission of Certified Cost or Pricing Data and Data other than Certified Cost or Pricing Data. If, after receipt of proposals, the PCO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1, Prohibition on Obtaining Certified Cost or Pricing Data (10 U.S.C. 2306a and 41 U.S.C. 254b) apply, the offeror shall be required to submit additional cost or pricing data.

2.4.1 Contract Data Requirements Lists (CDRLs)

CDRLs will be ‘not separately priced.’ The cost required to produce each CDRL should be included in the offeror’s proposed unit prices.

2.5 Estimating Techniques and Methods

Offerors shall use generally accepted estimating techniques to develop their estimates for the proposed unit prices.

3 VOLUME II, FACTOR 2: TECHNICAL PROPOSAL

3.1 General

The Technical Volume should be specific and include all requirements of Volume II. Offeror’s responses will be evaluated against the Technical sub factors defined in Attachment 4 Section M Evaluation Factors. Using the instructions provided below, the offeror shall provide as specifically as possible the actual approach, methodologies, capabilities it would use for satisfying these sub factors. All the requirements specified in the solicitation are mandatory. By its proposal submission, the offeror is representing that its firm will perform all the requirements specified in the solicitation.

The Technical Volume shall be organized according to the following general outline:

Note: The minimum order guarantee for the successful offeror is CLIN 0010 Post Award Conference with delivery of DD Form 1423 Contract Data Requirements List (CDRL) A025 Safety Plan valued at $2,000. The $2,000 is the estimated costs for Post Award Conference and delivery of CDRL A025. Offerors shall not address the minimum order in the offeror’s proposal. However, the successful offeror shall submit a CDRL A025 Safety Plan at the Post Award Conference and obtain OO-ALC Safety Office approval.

3.1.1 Amendments

For any amendments to Volume II, the offeror’s proposal will include a cover letter delineating any changes from initial proposal, to include changes/revisions (if needed) for Final Proposal Revisions (FPR).

3.1.2 Format and Specific Content

The information in paragraph 3.3 shall be provided in the written technical proposal and will be used to assess the proposed technical approach in accordance with Attachment 4 Section M - Evaluation. The written technical proposal shall address each of the following subfactors in paragraphs 3.3.1 through 3.3.3 to describe the offeror’s proposed approach, methodologies, and capabilities in performing the requirements set forth in the PWS.

3.1.3 Cross Reference Matrix

The offeror shall fill out the Cross Reference Matrix (Appendix A), and submit with the proposal indicating where in its proposal the information can be found as it relates to the PWS, Attachment 3 Section L - Instructions to Offerors and Attachment 4 Section M -Evaluation. The cross reference matrix will help an offeror ensure it has responded to all the evaluation criteria and proposal submittal requirements identified in the solicitation. If the matrix conflicts with any other requirement, direction, or provision of this solicitation, the other reference shall take precedence over the matrix. Attachment 4 Section M - Evaluation references in the matrix are for informational purposes only, and the Government will evaluate proposals solely in conformance with Attachment 4 of the solicitation. This matrix will be used for reference only and will not become contractually binding.

3.2 Technical Approach

The written technical proposal shall be clear, concise, and include all the information required in sufficient detail for effective evaluation. The proposal should not simply reiterate, rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal.

The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the PWS.

3.3 Technical Subfactors

Subfactor One: Management Approach Subfactor Two: Resource Management and Staffing Plan Subfactor Three: Contract Execution Scenario Subfactor One: Management Approach The offeror shall submit an acceptable Management Approach providing a level of detail and supporting documentation to clearly demonstrate that all requirements set forth in each of the Sections listed below have been satisfied and an explicit understanding and effective approach to all contractor management aspects of the AGE 2 program as specified in Appendix B Cross Matrix Reference.

Management Approach consists of three plans:

(a) Program Management Plan;

(b) Quality Control Plan; and

(c) Property Management Plan.

(a) Program Management Plan (PMP): The offeror’s proposal will include a demonstrated approach to accomplish the technical and schedule requirements set forth in the following PWS Sections:

(1) Description of Services, PWS Sections 2.3, 2.4, 2.6.5, 2.6.6.;

(2) Tool Control, PWS Section 4.

(3) The PMP shall demonstrate how the offeror will address the potential growth in workload throughout the life of the contract. The PMP shall provide a level of detail and supporting documentation to clearly demonstrate that:

a) All requirements set forth in each of the sections listed above have been defined;

b) An effective and realistic approach to meeting these requirements has been defined.

(b) Quality Control Plan (QCP): The offeror shall submit an acceptable Quality Control Plan. The offeror’s Quality Control Plan shall include the following, IAW PWS Section 5 as specified in Appendix B Cross Matrix Reference:

i. A methodology to ensure quality effectiveness and comprehensive management

ii. An established, comprehensive, and feasible process to identify, track, report on, and analyze quality issues, risks, and trends; AND

iii. A feasible strategy to identify and resolve deficiencies, identify potential improvements, maintain inspection documentation, and make quality control inspections and corrective actions available to the Government.

(c) Property Management Plan: The offeror’s proposed Property Management Plan shall adequately address Property Management requirements outlined in PWS Section 8. Property Management Plan shall provide a level of detail and supporting documentation to clearly demonstrate the voluntary consensus standards (VCSs) or industry-leading practices (ILPs) the contractor intends to follow for maintaining accountability and safeguarding property including Government Furnished Facilities (GFF), Government Furnished Equipment (GFE), and contractor furnished property is accounted for and safeguarded. The Property Management Plan will be evaluated for adequacy of its incorporation into the contract upon award.

3.3.1 Subfactor Two: Resource Management and Staffing Plan

The offeror shall submit a plan detailing the positions, position responsibilities and the experience level of each position required to manage the AGE 2 program. Include how the offeror will recruit qualified employees and maintain a skilled and qualified workforce. Plan shall include how employees will be supervised.

The plan shall demonstrate the offeror’s ability to staff at a level, which accomplishes the requirements identified in PWS Section 2. The Resource Management and Staffing Plan consists of the following areas:

(a) Staff at a level which accomplishes requirements outlined in PWS Section 2 and includes key positions as identified in PWS Section 3.2

(b) Identifies how offeror will recruit qualified personnel which specifically addresses how the offeror will hire individuals qualified to work on the equipment specific to this contract.

(c) Identifies how offeror will retain the necessary personnel to staff the task orders meeting all requirements.

3.3.2 Subfactor Three: Contract Execution Scenario

(a) The offeror shall submit a proposal that demonstrates a plan which includes techniques and procedures required to execute a hypothetical Immediate Action TCTO scenario described in attachment 4, section 3.2.6.

4 VOLUME III, FACTOR 3: PAST PERFORMANCE

4.1 General

Each Offeror shall submit a Past Performance Volume with its proposal. The Past Performance Volume shall contain past performance information. The offeror’s submission should include a contract number, point of contact and short summary of what the contract consisted of, in accordance with the format contained in Section L, Appendix A, Past Performance Questionnaire. The Offeror’s submission is limited to a maximum of three (3) contracts, if available, for Offeror, and three (3) contracts, if available, for any joint venture members. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and data obtained from other sources in the evaluation of past performance. 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. For purposes of this Past Performance evaluation, recency is defined as active or completed efforts performed within the past five (5) years from the issuance date of this solicitation.

4.2 Organizational Structure Change History

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this Proposal Volume a “roadmap” describing all such changes in the organization of your company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the Government intends to consider past performance information provided by other sources as well as that provided by the Offeror(s), your "roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources. This structure change history will be restricted to no more than three (3) pages IAW the page restriction in Section 1.3.2.

4.3 Proposal Submittal Information

The Government requests the Offeror submit Past Performance Volume, ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in Offeror disqualification. PPI sheets shall be submitted using the EZ Source PPI Tool (reference Section L, Appendix A, Instruction to Offerors: Past Performance Information for Offerors). All PPI sheets shall contain contract number and/or task order number and shall be saved as Access Database files (.accdb).

5 VOLUME IV, FACTOR 4: CONTRACT DOCUMENTATION

5.1 Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the Model Contract, and Sections A through K. This includes delivery of all applicable documents.

5.1.1 Section A - Solicitation/Contract Form

Complete Blocks 15a 15b, and 16, then sign and date Block 17 and 18 of the Standard Form (SF) 33, Solicitation/Contract. Signature by the offeror on the SF 33 constitutes an offer, which the Government may accept.

5.1.2 Section B - Supplies or Services and Costs/Prices

The offeror shall not propose prices for each CLIN in Section B of the model contract. All required unit prices shall be provided in the Attachment 5 TEP Matrix of Section J.

5.1.3 Section I - Contract Clauses

The offeror shall comply with the clauses specified within Section I of the model contract. Furthermore, any inference of a clause and or provision will be adhered to. All laws, regulations, and statutory authorities will also be applied within the model contract. Offerors shall ensure that all clauses and provisions that require fill-in are appropriately completed.

5.1.4 Section J – List of Documents, Exhibits, and Other Attachments

The offeror shall complete and provide the following exhibits:

Exhibit 5 – TEP Matrix. In accordance with paragraph 2.2 submit a copy of the completed TEP Pricing Matrix in Price Volume I in MS Excel (non PDF format) as part of Volume I Price Volume.

5.1.5 Section K - Representations, Certifications, and other Statements of Offerors

The offeror shall provide completed representations, certifications, acknowledgments, and statements. Offeror must have filled out an online provision 52.204-8 Annual Representations and Certifications (Dec 2012), Online Reps and Certs at http://www.sam.gov. Offer shall ensure certification under North American Industry Classification System (NAICS) Code 336413 Other Aircraft Parts and Auxiliary Equipment Manufacturing. Federal Supply Code (FSC) J017 MAINT/REPAIR/REBUILD OF EQUIPMENT- AIRCRAFT LAUNCHING, LANDING, AND GROUND HANDLING EQUIPMENT FSC for this effort.

5.2 Other Information Required

5.2.2 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the proposal and who can obligate the company contractually. Also, identify those individuals authorized to negotiate with the Government. Additionally, provide the name and telephone number of the CEO, Division President, and/or Vice President.

5.2.3 Joint Venture Agreement

If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission.

6 SOLICITATION REQUIREMENTS, TERMS AND CONDITIONS

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

6.1 Exceptions to Solicitation Requirements

Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete supporting rationale. Each exception shall be specifically related to each paragraph and specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on performance, schedule, cost, and specific requirements of the solicitation. This information shall be provided in the format and content provided in Table 2, Solicitation Exceptions, below.

Table 2: Solicitation Exceptions

SOLICITATION

Document Page/ Paragraph Requirement/ Portion Rationale

Appendix A: Downloading the PPI Tool The PPI Tool can be downloaded by performing the following steps (if you are unable to download the Tool, contact the contracting officer for assistance):

1. Access the SAM (https://www.beta.sam.gov/) website.

2. Find the solicitation posting.

3. Locate the “ppi tool” link under “Attachments/Links” section.

4. Select the link and save the “ppi tool” to your computer. Name the file as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA8201-20-R-0018.mdb).

Note: PPI Tools saved in Microsoft version 2007 and greater will be saved with “.accdb” file extension.

Entering information in the PPI Tool After selecting and saving the tool, enter information by performing the following steps:

1. Open the saved PPI Tool.

2. Select the “Options” button from the “Security Warning” banner, if applicable. The “Security Alert” pop-up screen displays.

Figure 1: Security Alert Pop-up Note:

· Files saved using Microsoft Office 2010 will have the “Enable Content” button on the “Security Warning” banner and therefore will not get a Security Alert pop-up.

· If a "read only" file is opened, in order to populate data in the file, click "Save As" in the "Read-Only" message bar. Enter the filename as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA8201-18-R-0018.mdb).

3. Select the radio button “Enable this content” and then click “OK.” A setup pop-up screen displays.

Figure 2: Setup Pop-Up

4. Select the “Start” button. The “Application Setup” screen displays.

Figure 3: Application Setup Screen

5. Enter the Offeror’s Name and RFP Number and then click the “Next” button. The application setup continues.

Figure 4: Continue the Application Setup

6. Choose the appropriate option by selecting the corresponding radio button and then click the “Next” button. The “Contractor’s Menu” displays.

Figure 5: Contractor’s Menu

7. Click the “Step 1: Set up Business Relationships” button to create a business relationship, if applicable, for each contributing contracting organization before proceeding throughout the PPI Tool (refer to Section L of the RFP for detailed instructions). Identify all prime and sub-prime organizations and categorize them according to the appropriate role in the proposed acquisition. The “Business Relationships” screen displays.

Figure 6: Business Relationships

8. Click the “New” button to create a business relationship for the proposed acquisition. An additional “Business Relationships” screen displays.

Figure 7: Enter New Business Relationship

9. Complete the fields as follows (fields marked on the screen with an asterisk ‘*’ are required):

· Contractor’s Name: Self-explanatory

· Role in Proposed Acquisition: Choose one of the four options – Prime, Sub, Joint Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

· Place of Work: Location where contractor will perform work.

· Percentage of Work: Identify percentage of work contributed by specified contracting organization.

· Responsibilities: Detail responsibilities of specified contracting organization.

10. Select one of the buttons at the bottom of the screen.

· Add – Saves the current business relationship and allows for the addition of a new one.

· Close – Cancels the current business relationship without saving.

Note: In order to edit or delete an existing business relationship in the list, double-click on it.

11. Select the “Close” button on the “Business Relationships” screen after all of the business relationships has been added.

12. Click the “Step 2: Enter Past Performance Information (PPI)” buttonto enter the Past Performance Information. The “Past Performance” screen displays.

Figure 8: Past Performance

13. Click the “New” button to enter Past Performance Information for the proposed acquisition. An additional “Past Performance” screen displays.

Figure 9: Enter Past Performance Information

14. Complete the fields on each of the tabs as follows (fields on the screen marked with an asterisk ‘*’ are required):

· Contract Information Tab

· Contractor: Select from the dropdown the appropriate contractor.

· Cage Code: Self-explanatory.

· Contract Number: If you don’t have a contract number, enter “N/A.”

· Program Title: Enter full name of program.

· Contracting Agency/Customer: Enter servicing contracting agency and customer (office symbols suffice).

· DUNS Number: Self-explanatory

· Delivery Task/Order: If the order is provided as a stand-alone reference, enter the task/call/delivery/purchase order number.

· Contract Type: Enter Firm-Fixed-Price (FFP), Cost Plus Fixed-Fee (CPFF), Indefinite Delivery/Indefinite Quantity (ID/IQ), LH, Blanket Purchase Agreement (BPA), Cost Plus Incentive-Fee (CPIF), Cost Plus Award Fee (CPAF), etc. For additional clarification, click the question mark button.

· Short Program Title (i.e. Acronym): Enter abbreviated title for the program or enter “N/A.”

· Contract Dollar Value:

· Original: Input total contract dollar value, with all options if applicable, in the amount originally awarded on the referenced contract.

· If ID/IQ or BPA, provide total ceiling.

· If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

· Current: Input total contract dollar value, with all options if applicable, as the contract stands at time of PPI submission.

· If ID/IQ or BPA, provide total ceiling.

· If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

· Period of Performance (mm/dd/yy)

· Start Date: Input start date of contract.

· Original End Date: Input original end date based on award.

· Current End Date: Input end date, as the contract stands at time of PPI submission.

· Explain the differences in Period of Performance, if applicable: Enter an explanation of the difference between “Original End Date” and “Current End Date.”

· Program Details Tab

· Brief Description of Effort as:

· Select Prime, Sub, Joint Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

· Provide a brief description of the service provided and actual work performed under this contract reference.

· ****If applicable: Provide information on problems encountered on the identified contracts. At a minimum, briefly describe the problem experienced, actions taken to alleviate the problem, and whether or not the problem was satisfactorily overcome.****

· Explain how your experience on this program is relevant for each subfactor under the Technical Factor in Section M of the RFP, including any unique aspects that demonstrate relevancy in this effort. Provide evidence to support how the contract referenced has relevant experience and demonstrates the ability to perform the solicitation requirements as described in Section M of the RFP. As applicable, address how the proposed reference relates to each of the Technical Subfactors.

· POC & Key Individuals Tab

· Customer Points of Contact: Click the “Program/Site Manager,” “Contracting Officer” or “Admin POC” button for the point of contact that you would like to add, edit, or delete.

Note: For government contracts provide current information on Program Manager, Contracting Officer, and Admin POC, if available.

15. Select from the buttons at the bottom of the Past Performance screen:

· Save – Saves the Past Performance Information and displays the “Contract Information” tab on the Past Performance screen.

· Close – Closes the Past Performance screen. If there were any updates, a pop-up window displays asking to save before closing.

· Delete – Deletes the current PPI record. A pop-up window displays, select “Yes” to delete the record or “No” to close the window without deleting the record.

Note: In order to edit or delete an existing PPI record in the list, double-click on it.

16. Select the “Close” button on the “Past Performance Information” screen after all of the PPI records have been added.

Printing Reports and Submitting PPI Tool In order to print the Business Relationships and PPI reports, perform the following steps:

1. Click the “Step 3: Print Report” button . A pop-up displays asking which report to print.

Figure 10: Select Report to Print

2. Select separately each of the two options, “Business Relationships” or “Past Performance.” The Business Relationships and Past Performance documents will print separately; combine the two to create your Past Performance Volume.

In order to submit the Business Relationships and PPI, perform the following steps:

3. Click the “Step 4: Submit” button . The “Submission Instructions” screen displays.

Figure 11: Submission Instructions

4. Follow the submission instructions. Hard copies of the pages generated from this tool shall be used in the hard copy of the Past Performance Volume subject to the limitations outlined in this RFP and should be Tab 1 of the Past Performance Volume.

Note:

· Submit an electronic copy (e.g. DoD Safe, safe.apps.mil) of the saved PPI database file with your proposal. Enter the filename as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA8201-20-R-0018.mdb).

· Once the file is saved to a CD or any location that is marked as “Read-only,” it must first be saved to the desktop in order to read/edit the file.

APPENDIX B: CROSS REFERENCE MATRIX

Cross Reference Matrix

Offeror’s Proposal Paragraph Number(s)

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