Attachment 4 - Additional Instructions to Offerors.pdf

FA524026Q0021 – Aircraft Hangar Fall Arrest System Maintenance, Certification & Repair Services Attachment 4 – Additional Instructions to Offerors

1. ADDITIONAL INSTRUCTIONS TO OFFERORS (Addendum to 52.212-1)

1.1. This addendum to the solicitation tailors some of the terms and conditions contained in the provision at Revolutionary Federal Acquisition Regulation Overhaul (RFO) 52.212-1—Instructions to Offerors—Commercial Items and provides additional instructions to offerors. Except as specified in this solicitation addendum, the offeror must submit all data and information required by 52.212-1 and this addendum. Non-conformance with the instructions provided herein or in any other part of the solicitation may result in elimination of the offer from consideration for award or an otherwise unfavorable offer evaluation.

1.2. This will be a firm-fixed price (FFP), indefinite delivery, indefinite quantity (IDIQ) contract.

Offerors may propose all or some of the entire effort specified herein.

1.3. Quotes must conform to the requirements in this announcement. Quotes shall be submitted via email to nathaniel.entilla@us.af.mil and nicole.servin@us.af.mil

1.4. The quote shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The quote should not simply rephrase, restate or merely parrot back the contractual requirements, but rather must provide convincing documentary evidence in support of any statements relating to promised performance. Offerors shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their operations and experience and will base its evaluation on the information presented in the offerors quote.

1.5. Elaborate brochures or documentation, detailed artwork and/or other embellishments are unnecessary and not desired.

1.6. Offer Acceptance and Validity Dates: Paragraph (b) of the provision at RFO 52.212-1 regarding the period during which the offeror agrees to hold the prices in its offer firm is amended to read 90 days. The offeror shall make a clear statement in the Price & Offer Documentation Volume that the offer is valid for 90 days after the date specified for receipt of offers

1.7. Multiple offerors will not be evaluated.

2. QUOTE VOLUME INSTRUCTIONS

2.1. General. Prospective offerors SHALL deliver quotes in the following volumes:

Volume Description Number of Copies I Complete quote on Official Letterhead Two (1 complete & 1 sanitized copy)* II Pricing Two (1 complete & 1 sanitized copy)* III Past Performance Fact Sheets Two (1 complete & 1 sanitized copy)* for each effort IV Reps & Certs provided in SAM.gov One (1)

* The sanitized copy of the quote shall have all identifying information such as, company name, logos, POC/employee names, removed. The only identifying information allowed is that of your company’s cage code.

mailto:nathaniel.entilla@us.af.mil mailto:nicole.servin@us.af.mil

2.1.1. Quotes shall be in the English language and all monies in US Dollars.

2.1.2. Volumes (i.e. files) shall be separated and easily identified (i.e. Volume I, II, & III).

2.1.3. Only the completed quote, Past Performance Fact Sheet, Past Performance Questionnaires (PPQs) received from the applicable Points of Contact (POCs), and Pricing information will be considered part of the offeror’s quote. Additional documentation will not be considered.

2.1.4. Each page containing proprietary information should be marked as follows:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

2.2. Volume I – Complete Quote

Quote must contain at a minimum, the following administrative information and a description of the items being offered in sufficient detail to evaluate compliance with the PWS and requirements contained in the notification.

Vendor Name: Tax ID:

Quote By: UEI:

Title: CAGE:

Phone: Business Size:

Email: Delivery:

Warranty: Discount Terms:

Quote must contain a description of the items being offered in sufficient detail to evaluate compliance with the PWS and requirements contained in the notification. Quote must include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the notification. Quotes that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration. Quote must include a signature from an authorized official of the firm or company.

2.2.1. Volume I should be submitted in type which is no smaller than Times New Roman 12-point font, single spaced, on plain white paper, and with a maximum number of 10 pages (cover sheets, table of contents included). Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the quote. Offerors are also required to provide an identical sanitized version of your quote. This sanitized version shall have your company name, logos, POC/employee names, and any identifying information removed. The only identifying information allowed is that of your company’s cage code.

2.2.2. Requirements. To be considered technically acceptable and eligible for award, the offeror's quote shall include the following requirements. These requirements are essential for the Government to evaluate the offeror's understanding of the requirements and their capability to perform the work. Failure to provide any of these requirements may result in the quote being rejected as non-responsive. All requirements are found in the performance work statement.

The following lists the requirements that should be included in Volume I:

1. Technical Approach and Methodology:

• The offeror shall provide a comprehensive narrative detailing their approach to executing the requirements of the PWS. This shall include, at a minimum:

o Periodic Inspection and Preventative Maintenance (PI & PM) Program: A description of the PI & PM program to be submitted within 30 days of contract award. This should detail the procedures for conducting semi-annual inspections and preventative maintenance on all fall protection systems.

o Certification Plan: A detailed plan for certification of each fall protection system a o Repair Management Plan: A description of the offeror’s process for identifying, quoting, and executing repairs. The plan must differentiate between minor and major repairs and detail the approach to meeting the mandatory completion.

o Service Call Response Plan: A plan outlining the response to service calls for system failures or malfunctions within one business day.

2. Five-Year Engineering and Design Review (EDR) Plan:

• The offeror shall submit a detailed plan for conducting the five-year comprehensive EDR as required by PWS paragraph 1.1.6. This plan must include:

o The proposed methodology for the engineering review.

o The qualifications, and evidence of current licensure for the Professional

Engineer (PE) who will conduct and certify the EDR.

3. Personnel Qualifications and Certifications:

• The offeror shall provide evidence that their personnel are qualified and certified to perform the work described in the PWS. This submission, which does not count against the page limit, must include:

o A list of key personnel and their roles.

o Copies of current, valid certifications and training credentials for all technicians who will perform maintenance, inspections, and repairs on fall protection systems.

4. Quality Control Plan (QCP)

• The offeror shall provide a QCP that details the methods and procedures to be used to ensure the quality of all work performed and adherence to the performance thresholds in the Service Delivery Summary. The QCP must describe the inspection system, identify responsible individuals, and detail the process for maintaining service records.

5. Initial Condition Report

• PWS requires a thorough inspection and documentation of the condition of all fall arrest systems to be submitted within thirty (30) calendar days of the contract award.

6. "Authorized Person" End-User Training

• The contractor must provide one annual, hands-on "Authorized Person" training session for up to ten designated Government personnel. This training must be conducted by a certified trainer in compliance with ANSI/ASSP Z359.2 and DAFMAN 91-203. A formal training roster and completion certificates must be delivered within five business days of completion

7. Teaming Agreement for Subcontracting (If applicable)

• If the offeror intends to use subcontractors to perform any portion of the work, a copy of the teaming agreement must be submitted with the quote. The teaming agreement should, at a minimum, define:

o The designation of the prime contractor and the subcontractor.

o The purpose and scope of the agreement, including a detailed description of the work to be performed by the subcontractor.

o A clear division of responsibilities between the prime contractor and the subcontractor.

Please reference Attachment 1- Aircraft Hangar Fall Arrest System Maintenance, Certification & Repair Services Performance Work Statement for more details of each requirement.

2.3 Volume II – Pricing Information

Complete pricing information on all Contract Line Items (CLINs). Use of attachment 2, Pricing Worksheet, is mandatory, but offerors must be cognizant that any use of formulas or auto-calculations within the worksheet are the sole responsibility of the offeror—this includes any values that are provided as a result of a formula or auto-calculation tool. The government will not be responsible for any formula or calculation errors.

2.4 Volume III – Past Performance Fact Sheet (PPFS)

The Offeror shall submit a maximum of three (3) Past Performance Fact Sheets (PPFS), Attachment

7. Information on each PPFS should closely relate to the scope, size and complexity of the proposed work under this solicitation. To demonstrate relevancy, the offeror shall compare the past performance work completed with the work description in the Performance Work Statement (Attachment 1). Provide the most current information for the Points of Contact (POCs) identified on the PPFS. At least two of the following (in descending order of availability) should be identified as current POCs:

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(c) Administrative Contracting Officer/Contract Administrator or equivalent

(d) Other (As specified in your Past Performance Fact Sheet)

The PPFS information is intended to assist in determining relevancy of a given project and will not, by itself, form the basis of past performance evaluation.

2.5 Past Performance Questionnaire (PPQ): The Past Performance Questionnaire (PPQ), Attachment 8, is a key method used by the Government to obtain past performance information and validate the Past Performance Fact Sheet. Each Past Performance Fact Sheet should have a corresponding PPQ. The offeror shall send out and track the completion of the PPQ with the POCs identified. The responsibility to send out and track the completion of the PPQs rests solely with the offeror. A completed PPQ must be submitted directly to the Government not later than the date and time established in the RFQ for receipt of quote. Completed PPQs submitted by the offeror will not be accepted nor evaluated.

POCs shall submit their completed PPQs electronically, via email, to:

nicole.servin@us.af.mil nathaniel.entilla@us.af.mil

Please note that Past Performance evaluation is not limited to review of the information provided in Volume II or PPQs received. The Government reserves the right to review any/all available past performance information in its assessment.

2.6 Volume IV – Representations and Certifications:

Offerors shall be actively registered in the System for Award Management (SAM) at https://sam.gov at the time an offer is submitted and shall maintain active registration through award.

By submission of an offer, the Offeror shall submit a statement with its offer asserting that all representations and certifications required by statute or regulation and maintained in SAM are current, accurate, complete, and applicable to this solicitation as of the date of offer submission.

The Government will rely on the representations and certifications maintained in SAM for purposes of eligibility and responsibility determinations. Failure to maintain current and accurate representations and certifications in SAM may render an Offeror ineligible for award.

mailto:Nicole.servin@us.af.mil mailto:nathaniel.entilla@us.af.mil https://sam.gov/