Attachment 4 - Instruction to Offerors.pdf

Attachment 4

FA8601-25-R-0003

10 Dec 2024

Additional Instructions to Offerors

1. Purpose: This addendum to the solicitation tailors some of the terms and conditions contained in the provision at FAR 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.

a. Tailoring of 52.212-1: FAR 52.212-1(e), Multiple Offers is hereby deleted from this solicitation and that paragraph is marked RESERVED.

b. Offer Detail: The offer shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The offer should not simply 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 that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offer submitted.

c. Embellishments Not Desired: Elaborate brochures or documentation, binding, detailed artwork or other embellishments are unnecessary and are not desired.

d. Offer Acceptance and Validity Dates: Paragraph (c) of the provision at FAR 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 vs. 30 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 in the solicitation posting for receipt of offers.

e. Disposition of Offers: In accordance with FAR 4.803(a)(10) (Contents of Contract

Files), the Government will retain one copy of all unsuccessful offers. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful offers.

2. Contacts, Correspondence, and Communications

a. Point of Contact: The POC for this Solicitation is Amanda Cafarella, amanda.cafarella@us.af.mil. The Contracting Officer (CO) for this acquisition is Alyssa Wickman, alyssa.wickman@us.af.mil . Questions or concerns should be addressed directly to the Contracting POC and CO via the email provided above. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-25- R-0003 Dormitory Maintenance.”

Note that email filters at Wright-Patterson are designed to filter emails without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files). Therefore, if this subject line is not included, the email may not get through the email filters. Also be advised that .zip or .exe files are not allowable attachments and may be deleted by the email filters at Wright-Patterson. If sending attachments with email, ensure only .pdf, .doc, .docx, .xls http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P216_32221 mailto:amanda.cafarella@us.af.mil mailto:alyssa.wickman@us.af.mil or .xlsx documents are sent. The email filter may delete any other form of attachments.

b. Discrepancies: Offers must conform to all of the requirements of the solicitation. If an Offeror believes that the any part of the solicitation including but not limited to the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing directly or through the POC identified herein, per paragraph 2(a) of these instructions. The offeror is reminded that the Government reserves the right to award this effort based on the initial offer, as received, without discussion. However, the Government reserves the right to conduct discussions if determined necessary by the CO.

3. Offer Format and Organization

a. The offer shall consist of two separate volumes as specified in the Offer Format and Organization Table below. The volume numbers, titles, and contents shall be as specified in this table. The offeror shall submit the specified number of copies of each volume, which shall be within the specified page limits per the table below. Pricing information shall be addressed ONLY in the Price & Offer Documentation Volume. The Government will remove and discard any pages from any other volume that contains pricing data and the information on those pages will not be evaluated.

Offer Format and Organization Table

VOLUME

VOLUME TITLE ELECTRONIC COPIES PAGE

LIMIT

I Technical See Paragraph b below 50 Pages

II

Price & Offer Documentation

See Paragraph b below 120 Pages

b. Electronic Copies: Send electronic copies of each volume via email to the CO and to the

POC identified in paragraph 2a above as a PDF document to arrive by the date and time specified in the solicitation posting. For Volume II, submit the Pricing Exhibit/Attachment as both a PDF document and as a Microsoft Excel file. Ensure the Microsoft Excel file is not “Read Only” so the CO/buyer can verify the offeror’s calculations. See the cautions in paragraph 2a regarding the electronic file types that may be submitted via email.

c. Page Limitations: Page limitations shall be treated as maximums. If exceeded, the pages in excess of the above limitations will be removed and disregarded during the evaluation.

Each page shall be counted except the following: Covers, title pages, glossaries, and tables of contents.

d. Page Size and Format:

i. Page size shall be 8.5 x 11 inches. Pages shall be single-spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than the equivalent of Times New Roman, font size 10. Use at least one (1) inch margins. Pages in each volume shall be numbered sequentially by volume, i.e. I-1, I-2, etc.

ii. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 by 17 inches in size.

4. Evaluation Factors and Offer Volume Content

a. PART I – TECHNICAL CAPABILITY PROPOSAL

i. The proposal shall meet all mission capability requirements stated in the Statement of Work (PWS) and elsewhere in the solicitation to be eligible for award. The offeror should provide documentation which supports all the technical capability sub factors described below.

The information provided should be adequate and sufficient to allow the Government to evaluate an offeror’s technical capability.

ii. As the technical approach will primarily describe and demonstrate the capability of the offeror to fulfill all requirements stated in the PWS, the technical capability proposal should be specific and complete in every detail. The proposal shall not merely offer to perform work in accordance with the PWS. It shall outline the actual method proposed as specifically as possible.

iii. It is the offeror’s responsibility to ensure the completeness of the technical capability proposal; therefore, the technical evaluation panel for the Government has been instructed to evaluate on the basis of the information provided. The Government shall not assume an offeror possesses any capability unless specified in its proposal. Understanding of the requirements of the PWS must be demonstrated by more than a reiteration of the PWS.

Repeating the PWS without sufficient elaboration will not be acceptable. Statements such as “the offeror understands,” “can or will comply with all the requirements of the PWS,” “standard procedures will be employed,” etc., are insufficient.

(1) The specific topics to be addressed in Part I are as follows:

SUBFACTOR 1: Quality Control Plan (QCP)

Description: This subfactor will evaluate the offeror’s approach for ensuring performance will be in accordance with (IAW) the standards in the PWS throughout the life of the contract.

Provide a QCP, which describes the approach for ensuring performance will be IAW the standards in the PWS throughout the life of the contract. Identify who will be responsible for the QCP. Include in the QCP what system is used for inspecting performance. Describe the types and frequencies of inspections that will be conducted and identify who will conduct the inspections.

Describe how quality workmanship and continual process improvement will be provided.

Describe how keys will be controlled. Include the methods, processes, procedures and safeguards that will be used to prevent deficiencies from occurring and how recurrences will be prevented.

Describe how inspections will be documented and provide sample inspection records for each type of inspection to be conducted.

SUBFACTOR 2: Scheduling Methodology

Description: This subfactor will evaluate the offeror’s approach for ensuring scheduling and timelines are met (IAW) the standards in the PWS throughout the life of the contract.

Describe the approach for accomplishing work schedules and timelines on schedule and show understanding of the work schedules and timelines by addressing all requirements listed in the PWS to include the Work Load Data.

SUBFACTOR 3: Personnel:

Description: This subfactor will evaluate the offeror’s understanding of the need to hire experienced and certified employees to ensure satisfactory accomplishment of the various requirements of the PWS.

Provide methodology for providing experienced and certified employees to perform various requirements of the PWS including lead-based paint and asbestos regulations and handling procedures. The plan shall also include years of technical experience, licenses, certifications (such as EPA and OSHA certifications) and any formal classes completed pertaining to specific trades for proposed personnel. Offerors must also include the number of years’ experience for all contract office personnel.

SUBFACTOR 4: Utilities:

Description: This subfactor will evaluate the offeror’s ability to acquire specialty equipment and supplies necessary to perform the requirements of the PWS in accordance with specified response times.

Provide the approach to acquire specialty equipment and supplies necessary to perform the requirements of the PWS in accordance with specified response times.

SUBFACTOR 5: Equipment and Supplies:

Description: This subfactor will evaluate the offeror’s ability to acquire specialty equipment and supplies necessary to perform the requirements of the PWS in accordance with specified response times.

Provide your approach to acquire specialty equipment and supplies necessary to perform the requirements of the PWS in accordance with specified response times

SUBFACTOR 6: Prior Experience:

Description: This subfactor will evaluate the offeror’s prior experience for a minimum of two relevant residential maintenance and repair contracts/jobs performed within five years of the issue date of the solicitation that were similar in type and scale to those called for in the PWS.

Provide relevant experience in sufficient detail to show:

a) Experience with receiving, scheduling, and performing maintenance with customers in residential housing units.

b) Experience in creating, scheduling and maintaining a preventive maintenance inspection system that ensures all equipment is maintained to preclude failures.

For each relevant dormitory maintenance and repair contract/job described, provide the following administrative data:

1. Company/Division Name

2. Program Title

3. Contracting Agency

4. Contract Number

5. Type of Contract (Fixed Price)

6. Dates Performed

7. Contract Value (including any option years)

SUBFACTOR 7: Management Plan:

Description: This subfactor will evaluate the offeror’s ability to provide a management plan and team that will be able to manage and provide all the personnel and resources to support a 100 unit military family housing area with multiple Job Orders, Change of Occupancy Maintenance turnovers, special projects, and other requirements in the PWS concurrently.

Provide a management plan demonstrating how execution, management and administration of the contract and all the requirements of the PWS will take place, including, at a minimum, the management lines of authority and on-site management team, the material purchasing system and delivery plan and management of sub�contractors.

SUBFACTOR 8: BUILDER:

Description: This subfactor will evaluate the offeror’s knowledge, understanding, skills and experience of the BUILDER Sustainment Management System.

Demonstrate an understanding of the BUILDER Sustainment Management System and provide the approach for collecting and inputting building data through Builder Remote Entry Database

(BRED).

NOTE: See Evaluation Factors (Attachment 3) for Measures of Merit for each SUBFACTOR

b. PART II – PRICE PROPOSAL: In the Price and Offer Documentation Volume, the offeror shall:

i. Provide a cover letter with its Commercial and Government Entity (CAGE) code, Data

Unique Entity Identifier (UEI) number, and Tax Identification number (TIN). In the cover letter, provide the name(s), title(s), telephone number(s), email address(es) of the individual(s) authorized to, make decisions on behalf of the offeror regarding the offer submitted, negotiate with the Government, and who can obligate the offeror contractually. Provide in the cover letter a statement that the offer and prices will remain in effect for 90 days after the proposal due date.

ii. Provide signed copies of the Standard Form (SF) 30, Amendment of Solicitation/Modification of Contract for all amendments to the solicitation, if applicable.

iii. Provide completed Provisions, Representations, Certifications, Acknowledgements, and Other Statements of Offerors:

NOTE: It is the offeror’s responsibility to submit with its offer all required representations, certifications, acknowledgements, and statements required by the solicitation even if they are not reiterated in this paragraph. The Government’s preference is that representations and certifications, required by the solicitation, are completed online on SAM.gov. If representations and certification are completed online only, please state so in Volume II.

iv. Submit any issues the offeror may have with the terms and conditions of the solicitation or exceptions thereto not previously brought to the attention of the CO per paragraph 2b of these instructions. Offers must conform to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements.

Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or 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 the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and shall include the content specified in the table below. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

5. Additional Instructions:

All solicitation provisions, e.g. FAR 52.209-7, Information Regarding Responsibility Matters;

FAR 52.212-1—Instructions to Offerors—Commercial Items; Attachment 4—Additional Instructions to Offerors; Attachment 3 –Evaluation Criteria; FAR 52.212-3—Offeror Representations and Certifications—Commercial Items (Alternate I); and DFARS 252.209- 7993—Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law—Fiscal Year 2014 Appropriations will be physically removed from any resultant award.

Regarding the clause at 52.228-5 – Insurance Work on a Government Installation, see FAR

28.307 for minimum insurance requirements.

Notice to Offeror(s)/Supplier(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.