Attachment 4 Instructions to Offerors Addendum.pdf

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS TO OFFERORS (ITO)

1.0. Program Structure and Objective

1.1. Number of Contracts to be Awarded. The Government intends to award a single commercial Firm Fixed Price (FFP) contract for Local Exchange Service for Dyess AFB, TX.

2.0. General Instructions

2.1. Guidance. This section of the ITO provides general guidance for preparing quotes as well as specific instructions on the format and content of the quote. The offeror’s quote must include all data and information requested by the ITO and must be submitted IAW these instructions. Any Offeror who submits an incomplete package may be considered ineligible for award. The offer shall be compliant with the requirements as stated in the PWS and appendices. Non-conformance with the instructions provided in the ITO may result in an unfavorable quote evaluation.

2.2. Clarity and Detail. 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 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 offeror’s quote.

2.3. Content. Elaborate brochures, documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired, except for the required diagrams requested in the PWS, Appendix 1 (Para. 1.5).

2.4. Period of Acceptance of Offers. Quotes shall remain valid a minimum of 120 days from the date specified for receipt of offers. The offeror shall make a clear statement in the Request for Quote or Pricing Volume regarding quote validity.

2.5. Retention. IAW FAR Subpart 4.8 “Government Contract Files,” the Government will retain one copy of all unsuccessful quotes.

2.6. General Information

2.6.1. 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 POC in writing with supporting rationale as well as the remedies the offeror is asking the POC to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial quote, as received, without discussions. This reservation includes matters of additional or substitute pages of the initial quote.

2.6.2. Electronic Reference Documents. All referenced documents for this solicitation are available on the SAM web site at www.sam.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.6.3. Amendments to Solicitation. If this solicitation is amended, all terms and conditions that are not amended remain unchanged and in full force and effect. Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the offeror’s quote. Any unacknowledged amendments in the offeror’s quote are subject to solicitation provision FAR 52.212-1(f). Acknowledged and/or signed amendments shall not be considered as part of the quote page counts.

2.6.4. Submission, Modification, Revision, and Withdrawal of Quotes. Quotes and modifications to quotes shall be submitted by electronic media to the POC at the email address shown on page 1 of the solicitation, and showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

2.6.5. Questions. All questions regarding this solicitation are required to be submitted via email NLT Friday, 24 March 2025, 10:00 a.m. (CST). Questions shall be sent to the POC identified above only on the attached spreadsheet. Questions submitted after this date/time may not be considered by the Government.

2.6.6. Acknowledgement. Written acknowledgement of this solicitation and all applicable solicitation amendments shall be submitted with quote.

2.7. Organization/Number of Copies/Page Limits

2.7.1. Identification. The offeror’s quote must show solicitation number, name, address, offeror telephone number, and offeror e-mail address.

2.7.2. Content and Submittal. The offeror’s quote shall address the information listed in para. 3.0 and 4.0 below. The offeror shall submit the entire quote via email to the POC identified in this solicitation. Submit offer as follows:

VOLUME CONTENTS FILE FORMAT PAGE LIMIT

Volume One Technical Quote PDF or .doc 15 Volume Two Pricing PDF or .doc and .xls 10

2.7.3. Page Limits. The technical quote volume shall not exceed fifteen pages. The pricing quote volume shall not exceed ten pages. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the quote. Each page shall be counted except the following: blank pages, title pages, tables of contents, tabs, indexes, glossaries, and amendment acknowledgments.

2.8. Page Size and Format

2.8.1. Page. 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. Page line spacing shall be

1.5 lines. Except for the reproduced sections of the solicitation document, the text size shall be no less than Arial 12 points. 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 3/4 inch side margins. Pages shall be numbered sequentially by volume.

2.8.2. Tables, Charts, Graphs, and Figures. Shall be used and legible wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated and shall not exceed 11 x 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. The following limitation only applies to the Technical Volume. Text intended for evaluation within all figures, charts, tables, and graphs, to include imbedded images, shall be no less than Arial 8-pt. Any text within figures, charts, tables, and graphs which do not meet this requirement will not be considered in the evaluation.

2.9. Multiple Offers. If more than one solution to the services is available, Offeror may submit multiple quotes from consideration, subject to same page limitations. Each quote will be evaluated separately to determine technical acceptability. Contractors are encouraged to identify or suggest cost effective improvements to existing services and infrastructure. Should the Offeror claim exceptions to any requirement in the solicitation, these exceptions shall be listed and rationale provided. Failure to include exceptions will be deemed as acceptance of all terms and conditions of the solicitation and resulting contract.

3.0. Factor 1 - Technical

3.1. General. The Technical quote should be specific and complete. Legibility, clarity and coherence are very important. Using the instructions provided below, provide as specifically as possible, the actual methodology you would use for accomplishing/satisfying this factor. The technical quote should address the requirements of the factor listed below. However, all the requirements specified in the solicitation are mandatory. By your quote submission, you are representing that your firm shall perform all the requirements specified in the solicitation. It is neither necessary nor desirable for you to tell us so in your technical quote. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

3.2. Format and Specific Content

3.2.1. Technical Factor. In the Technical Volume, address your proposed approach to meeting the minimum performance or capability requirements of the PWS. Offeror shall present a sound approach for supporting local telecommunication services. Offeror must be able to show they have the capability to port existing phone numbers and demonstrate how they will provide the TDM emulation or conversion to connect to our equipment. Estimated Cutover/SIP Trunk Install Timeline must be included. The technical quote shall clearly illustrate the Offeror’s capability to meet all PWS, site-specific (Appendix 1), SIP installation, and cutover requirements (PWS para 4.3.1).

4.0. Factor 2 - Price. These instructions are to assist you in submitting information required to evaluate the reasonableness of your proposed price. Compliance with these instructions is mandatory and failure to comply may result in rejection of your quote.

4.1. General Instructions. Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position. All information relating to the proposed price including all required supporting documentation must be included in the section of the quote designated as the Pricing Schedule.

4.2. Pricing Information. Submit completed copy of the Government-provided Request for Quote containing the Offeror’s proposed amounts. Enter unit pricing and total pricing on the Request for Quote. Identify and include all applicable discounts in your pricing.

4.3. Taxes, Fees, and Surcharges (TFS). The US Air Force is a Federal Government entity, and as such, is exempt from certain taxes. Therefore, the offeror may not propose for any taxes from which the Federal Government is exempt. TFS are to be included in the FFP amount quoted.

4.4. Price Reasonableness, Balance and Price Realism. Offeror’s proposal will be evaluated for reasonableness (including completeness), balance, and price realism.

Normally, price reasonableness is based on competitive quotes, but may be determined using proposal analysis techniques listed in FAR 13.106-3(a)(2). Unreasonable or unrealistic proposed prices, initially or subsequently, may be grounds for eliminating a proposal from competition on the basis that the Offeror does not understand the requirement. Additionally, unbalanced pricing may pose an unacceptable risk to the Government and may render an Offeror’s proposal ineligible for award. Offers should be sufficiently detailed to demonstrate their price reasonableness, balance, and price realism. The burden of proof for credibility of proposed prices rests with the Offeror.

4.5. Rounding. All dollar amounts/prices shall be rounded to the nearest penny.