Attachment 5 - Instruction to Offerors.pdf

Instructions, Conditions, & Notices to Offerors or Quoters

Instructions, Conditions, & Notices to Offerors or Quoters

*******ADDENDUMTO RFO PART 52.212-1******

A. RFO PART 52.212-1(b), PERIOD FOR ACCEPTANCE OF OFFERS. The offeror agrees to hold the prices in its offer firm for 150 calendar days from the date specified for receipt of offers.

B. QUOTES PREPARATION INSTRUCTIONS

(1) To assure timely and equitable evaluation of the quote, the offeror must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, and representations and certifications. 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. The response shall consist of three (3) separate parts; Part I - Summary and Miscellaneous Data, Part II - Price Quote, and Part III - Past Performance Quote.

(2) Offers are to be received by the 82d Contracting Squadron no later than 4:00 pm Central Time (CT) on Monday, June 22, 2026.

a. Submit One (1) electronic copy via email to the following addresses:

Cole M. Jones Jessica Muller cole.jones.6@us.af.mil jessica.muller@us.af.mil

b. For those pages of the quote that cannot be submitted using Microsoft Office, offerors shall include those pages electronically using Adobe Acrobat portable document files (pdf) format.

c. Further instructions will be given upon request if the copy is too large to be transferred via email.

d. Price Part II shall be submitted in spreadsheet format using Microsoft Excel and note that rounding of figures shall be limited to only two decimal places.

e. All attachments must be submitted via email. Use separate files and folders to permit rapid location of all portions, including exhibits and attachments, if any. Each Part shall be complete in itself and shall not reference information contained in other Parts. Page 1 of a Part is defined as the first page after the Table of Contents. All pages shall be numbered.

(3) Specific Instructions:

a. Part I -Summary and Miscellaneous Data:

(i) The offeror shall provide a concise summary to include CAGE Code and UEI number and a master table of content of the entire quote.

(ii) Provision 52.219‑1, Small Business Program Representations.

(a) If the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Website located at http://www.sam.gov/portal, the Offeror shall complete and return paragraphs (b) and (c) of this provision or submit a statement verifying the representation and certifications currently posted electronically in the SAM database have been updated within the past 12 months and are current, accurate, complete, and applicable to this solicitation. Return and include in Part I.

(b) If the Offeror has not completed the annual representations and certifications electronically, the offeror shall complete only paragraphs (b) and (c) of RFO Provision 52.219‑1 and register on-line at http://www.sam.gov/portal. Return RFO Provision 52.219‑1 (with the necessary fill-ins) and include with Part I.

Annual representations and certification will not count towards page limit identified in paragraph e., of this document.

(iii) For other provisions and clauses in the solicitation, the offeror is required to submit the pages that require an offeror fill-in and include in Part I.

Other provisions and clauses required in this solicitation will not count towards the page limit identified in paragraph e, of this document.

(iv) Submit an acknowledgment of all solicitation amendments, if issued. If the amendment changes the offeror's quote or includes any additional documents/ information that was not previously submitted with the original quote, submit the revised quote and the Amendment Acknowledgement of

Receipt in accordance with the above paragraph. Revised quotes must be received by the quote due date and time. If the amendment does not change the offeror's original quote or include any additional documents/information the signed Amendment Acknowledgement of Receipt can be emailed to cole.jones.

6@us.af.mil. All acknowledgement of amendments must be received by the quote due date and time.

(v) Submit an Affirmation of no Exceptions, Deviations, or Waivers, if none proposed.

(vi) Submit a letter, signed at the vice-president level or equivalent or higher, that identifies the individual(s) with the authority to obligate or otherwise bind your company to the resulting contract and, if necessary, future contract modifications.

(vii) Submit Disclosure of Lobbying Activities, if applicable.

(viii) Responsibility Determination. To assist in determining contractor responsibility in accordance with RFO 9, the offeror shall explain how they plan to maintain adequate financial resources for a contract.

mailto:cole.jones.6@us.af.mil mailto:jessica.muller@us.af.mil http://www.sam.gov/portal http://www.sam.gov/portal mailto:6@us.af.mil

b. Part II -Price quote: This Part shall contain a completed Price Exhibit, Attachment 1 of this solicitation.

(i) Contract Price Exhibits-Attachment 1. Insert proposed "Unit Price" in the Contract Price Exhibits. The quote must be submitted for the five-year ordering period.

The total of all Firm-Fixed-Price Contract Line Item Number(s) (CLIN) for the five-year ordering period will form the offeror's Total Evaluated Price (TEP). It is imperative that mathematical calculations are correct; particular care should be taken to ensure the amounts match when using the Microsoft Excel program and the rounding of figures, limited to two decimal places. All unit costs provided must be at the fully burdened rate including overhead, G&A, profit, etc. Separate cost breakdowns must also be provided for the following elements:

Direct Costs

- Manning

- Labor Rates

- Health and Welfare Rates

- Equipment

- Other

Overhead Rates and Methodology

G&A Rates and Methodology

Profit

All other proposed costs

(ii) NOTE: Extreme care should be exercised to ensure that no price data of any kind are included in any other Parts of the quote. ****

c. Part III- Past Performance Information: Only references for the prime contractor or subcontractors that will perform major or critical aspects of the requirement will be considered and should be submitted. The following documents will be required in Part III:

(i) Quality and Satisfaction Rating for Contracts Completed in the past three years: Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) which demonstrates customer satisfaction with overall job performance and quality of completed product for same or similar type contract. In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems such as cost overruns, extended performance periods, numerous warranty calls, etc.

(ii) Performance Questionnaire: Past Performance Questionnaires (PPQs) shall be used by the offeror in obtaining and providing past performance information.

The government requires the offeror send out a PPQ to each of the Points-of-Contact (POCs) identified in the Past Performance Proposal (paragraph (e) below).

a. The offeror shall send out the PPQ (Attachment 5), using the Past Performance Evaluation Cover Letter, to each of their references. The responsibility to send out the PPQs rest solely with the offeror.

b. Once the questionnaires are completed by the POCs, 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.

c. Past Performance Questionnaires shall be sent directly from your reference to be received by the 82d Contracting Office no later than 4:00 pm Central Time (CT) on Monday, June 22, 2026. marked to the attention of Cole Jones and Jessica Muller. Questionnaires must be submitted via email to cole.jones.6@us.af.mil and jessica.muller@us.af.mil.

(iii) Past Performance Information: The government will evaluate the quality and extent of offeror's performance deemed relevant to the requirements of this solicitation. The government will use information submitted by the offeror and other sources such as the Past Performance Information Retrieval System, other federal government offices and commercial sources to assess performance. Provide a list of no more than five (5) of the most relevant contracts performed for federal agencies and commercial customers within the last three (3) years. Relevant contracts include efforts involving service contracts similar in magnitude and complexity. The evaluation of past performance information will consider past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition.

Furnish the following information for each contract referenced:

(1) Offeror Company/Division name and CAGE code

(2) Indicate whether offeror was the prime contractor, subcontractor, teaming partner or joint venture

(3) Program Title

(4) Contract Title

(5) Contracting Agency/Customer

(6) Contract Type

(7) Contract Number

(8) Contract Dollar Value (do not include unexercised options)

(9) Period of Performance

(10) Verified, up to date: name, address, email and telephone number of the contracting officer

(11) Comments regarding compliance with contract terms and conditions

(12) Thoroughly describe how this present/past performance effort involved similar scope and magnitude of effort and complexities to this solicitation.

(13) Quality and Satisfaction Rating: Provide any objective information (e.g., metrics, customer surveys, independent surveys) which demonstrates customer satisfaction with overall job performance and quality of completed service.

(14) Comment regarding any performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

mailto:cole.jones.6@us.af.mil mailto:jessica.muller@us.af.mil

****NOTE: If an offeror has no past performance history of relevance, the offeror must state affirmatively it possesses no past performance history of relevance.

(iii). If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with the same partner. Small Business Administration approval documentation is required to be submitted for teaming arrangements. If this is a first-time joint effort, each party to the arrangement must provide a list of past and present relevant contracts. The government will evaluate not more than five (5) past performances for each party of a first-time joint effort.

(iv). Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor's consent. Provide with the quote a letter from each subcontractor that will perform major or critical aspects of the requirement, consenting to the release of its past performance information to the prime contractor.

(v). Documents submitted in response to this solicitation must be fully responsive to and consistent with the following:

(1) Requirements of the solicitation (Item Numbers) and Performance Work Statement (PWS), and government standards and regulations pertaining to the PWS;

and

(2) Evaluation Factors for Award.

d. Quote Submission Summary:

Typing shall not be less than 10 font. Size of print is applicable to charts and graphs. Page margins shall be a minimum of 1 inch top, bottom, and each side. The following table summarizes the quote submission:

PART

TITLE

ELECTRONIC COPY

PAGE LIMIT

DUE DATE

I

Summary and Misc. Data

(File name: Offeror Name - Part I)

Monday, June 22, 2026

II

Price

(File Name: Offeror Name - Part II)

Price Exhibit ONLY

III

Past Performance

(File Name: Offeror Name - Part IV)

C. GENERAL INFORMATION

(1) Information Regarding Submission of Quote: Offerors are cautioned that all quote submissions will be electronic and physical delivery of quote will not be accepted. Quotes not received by the 82d Contracting Squadron by 4:00 pm Central Time (CT) on Monday, June 22, 2026, will be considered late. Late quotes will be processed in accordance with RFO 52.212-1(c).

(2) Site Visit: A site visit for will be held on Wednesday, 20 May from 10:00am to 12:00PM. Participants will meet at 206 J Ave. Bldg. 1662 Sheppard

AFB, TX 76311-2742. Participants will then ride a bus for site visit. Interested participants must send an email to: jessica.muller@us.af.mil no later than Thursday, 14 May 2026 at 1:00 pm CDT with full name, date of birth and driver's license number/identification number with state of issue or passport number with country of issue in order to be added to the entry authorization list. Questions resulting from site visit, or any part of the solicitation are welcome until Thursday, 27 May 2026 at 10:00 am CT. Answers will be posted altogether via the Sam.gov where this solicitation is posted.

(3) Federal Holidays: All Federal Legal Holidays are observed by this base.

New Year's Day 1 January Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

(4) Joint Venture Agreements: Joint Ventures are allowable on competitive small business set-asides; however, the joint venture agreement must be received by SBA prior to proposal due date and approved before award of any resulting contract. If you are contemplating a joint venture on this project, you must advise your assigned SBA Business Opportunity Specialist (BOS) as soon as possible. It is also recommended that the agreement be submitted as soon as practicable to ensure compliance with established regulations. Any corrections and/or changes needed can be made only when your BOS has adequate time for a thorough review before the quotation due date. No corrections and/or changes are allowed after the submission of quotation.

(5) An assigned rating for the Defense Priorities and Allocations System (DPAS) is not applicable.

(6) All quotes are due by 4:00 pm Central Time (CT) on Monday, June 22, 2026, to the following email addresses:

- Cole Jones - Contract Specialist: cole.jones.6@us.af.mil

- Jessica Muller - Contracting Officer: jessica.muller@us.af.mil

(7) For any information regarding this solicitation, please contact each of the following via email:

- Cole Jones - Contract Specialist: cole.jones.6@us.af.mil

- Jessica Muller - Contracting Officer: jessica.muller@us.af.mil

- Josh Mills – joshua.mills.20@us.af.mil

- Lauren Scheidegger - lauren.scheidegger@us.af.mil

****** END OF ADDENDUM******

mailto:cole.jones.6@us.af.mil mailto:cole.jones.6@us.af.mil mailto:jessica.muller@us.af.mil mailto:joshua.mills.20@us.af.mil mailto:lauren.scheidegger@us.af.mil