Attachment 5 - SECTION L Instructions to Offerors.pdf

SECTION L – INSTRUCTIONS TO OFFERORS

1. GENERAL INSTRUCTIONS

1.1. The offeror's proposal must include all data and information requested by these Instructions to Offerors and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Solicitation, Statement of Work (SOW), and all other supplemental attachments. Evaluation will be made in accordance with Section M of this solicitation. Proposals shall be neat, indexed (cross-indexed as appropriate), and assembled in an orderly manner. Include only information that is relevant to this source selection.

1.2. All proposal preparation costs will be the sole responsibility of the Offeror. The Government will not reimburse any firm for proposal preparation costs. Period for acceptance of offers: The Offeror agrees to keep the prices in its offer firm until 180 days after the proposal due date. Failure to meet a requirement may result in an unfavorable proposal evaluation and/or making an offer ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. It is the offeror's sole responsibility to ensure that the Government receives all the documents submitted by the offeror as required for this solicitation.

1.3. The proposal submission due date and time are specified in Block 13, SF 1442, of this solicitation.

1.4. By signing block 20B of the SF 1442, the offeror certifies that the proposal is valid from the due date and time listed in block 13A through the entire period specified in block 13D.

1.5. All referenced documents for this solicitation are available on the Contract Opportunities website at https://piee.eb.mil/. Potential offerors are encouraged to subscribe (“follow”) for real-time e-mail notifications when information has been posted to the website for this solicitation.

1.6. The Government reserves the right to revise or amend the specifications, drawings, or the solicitation prior to the proposal closing time. Such revisions or amendments will be communicated by amendments to the Request for Proposal (RFP) and posted on Contract Opportunities website. If such amendments require material changes in quantities or prices, the proposal closing date (due date) may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include an announcement of the new closing date and time. Offerors MUST acknowledge all amendments in their proposal, either by completing SF 1442 Block 19, providing a signed copy of the amendments with their proposal (Volume I), or by separate letter which includes a reference to the solicitation and amendment numbers.

1.7. The Contracting Officer listed below is the Government's primary point of contact for this acquisition. Address any questions or concerns you may have to the Contracting Officer and the contract administrator. Written requests for clarification may be sent to the Contracting Officer and the Contract Administrator at the following email addresses: Mrs. Logan Hamm, Email: logan.hamm.1@us.af.mil and A1C Isaiah Jones Email isaiah.jones.23@us.af.mil

1.8. The Contracting Officer will promptly notify offerors of any decision to exclude them from the competition; whereupon, they may request and receive a debriefing in accordance with FAR 15.505. Excluded offerors 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, excluded offerors are entitled to no more than one debriefing for each proposal. The Contracting Officer will notify unsuccessful offerors of the source selection decision in accordance with FAR

15.503. Upon such notification, unsuccessful offerors may request and receive a debriefing.

Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

1.9. If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the offeror is asking the Contracting Officer to consider as related to the claimed omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions. This reservation includes matters of additional or substitute pages of the initial proposal.

1.10. The Contracting Officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the Contracting Officer will review this determination and if, in the Contracting Officer's opinion, adequate price competition exists no additional cost information will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition the Contracting Officer determines that adequate price competition no longer exists, offerors may be required to submit information to the extent necessary for the Contracting Officer to determine the reasonableness and affordability of the price.

1.11. Proposals may only be submitted by Small Business firms at the time of proposal submission and at time of award. Each business must be a Small Business under the designated NAICS size standard (236220). In order to submit an offer on a solicitation, each business concern in a teaming agreement must be a small business under the designated NAICS size standard (236220).

2. COMMUNICATIONS

mailto:logan.hamm.1@us.af.mil mailto:isaiah.jones.23@us.af.mil

2.1. Exchanges of information between Government and the offerors will be controlled by the Contracting Officer. Email shall be used to transmit such information. For large files or sensitive information, offerors can use the solicitation submission module found at https://piee.eb.mil/.

The contractor is solely responsible for ensuring the receipt of any information sent to the Government.

3. SPECIFIC INSTRUCTIONS. The following instructions are to aid in the evaluation process.

3.1. Offerors are responsible for ensuring proposals (including any revisions, and amendments) reach the Government office designated in this solicitation by the time specified in block 13, SF 1442, of this solicitation.

3.2. The proposal shall be submitted via the solicitation submission module found at https://piee.eb.mil/. The Government shall not accept e-mail, hard copy or faxed proposals.

3.3. All documents must be in .pdf format.

3.4. Proposals shall be complete, clearly presented, and include sufficient detail for effective evaluation as detailed in section M of this solicitation and for substantiating validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of the offeror's facilities and/or experience and will rely heavily on the information presented in the offeror's proposal. Proposals shall be neat, indexed (cross-indexed as appropriate), and assembled electronically in an orderly manner. Elaborate artwork and expensive visual and other presentation aids are neither necessary nor desired. Include only information that is relevant to this source selection.

3.4.1. Electronic Page Size, Format and Limit.

3.4.1.1. An electronic page is defined as each face of an 8 1/2" X 11" electronic sheet of paper containing information. For the purposes of formatting, the type font shall not be less than 12 pitch. Pages shall be numbered sequentially by volume.

3.4.2. Proposal Acceptance Period. The proposal acceptance period is specified in Block 13d, SF 1442, of this Solicitation.

4. COMPLETED RFP

4.1. Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require "fill in" information are appropriately completed.

4.1.1. Complete blocks 14, 15, 16, 17, 19, and 20a-c of the SF 1442, Solicitation, Offer, and Award. An authorized official of the firm submitting the offer must sign and date the SF 1442 in block 20a-c. (In doing so, the offeror accedes to the contract terms and conditions as written in the RFP, Sections A through K).

4.1.2. Complete the necessary fill-ins and certifications located in section I through K. Section K shall be returned in its entirety. For sections C through I, the offeror shall submit only those pages that require a fill-in response.

4.1.3. Provide a copy of joint venture agreement documents, if applicable.

4.1.4. Complete representations and certifications in the System for Award Management

(SAM).

4.1.5. Bonding Capacity. Provide evidence that the offeror is able to obtain the maximum single award/task order performance and payment bonding capacity of $250,000 and a minimum aggregate bonding capacity of $1M, backed by a bonding surety with a certified Department of Treasury Surety, as listed in FAR 28.202. The document(s) shall include the surety company's name, address, phone number, and points of contact.

5. PROJECT PROPOSAL

5.1. The project will be awarded to the awardee found technically acceptable with the lowest price to the Government.

5.2. Using the Government provided Project Statement of Work Attachment and other Project Attachments, provide a proposal for this Project.

5.2.1. Project Price Proposal: Contractor shall provide a proposal in which the total price for the project is identified as a one (1) job total price. The proposed price for the project must be based on the offeror’s own technical approach submitted in the Technical Proposal and in accordance with the General Specifications, Statement of Work, Drawings, and the Material Submittal Schedule, as set forth herein.

5.2.2. Project Technical Approach: Contractor shall provide the following:

5.2.2.1. Subfactor 1 - Gantt Chart (or Equal Document): A graphical depiction of a project schedule containing a bar chart that shows the start and finish dates of several work elements of a project that includes, but is not limited to, resources, milestones, tasks, and dependencies, etc.

This proposed chart should demonstrate to the Government a clear path to project completion.

5.2.2.2. Subfactor 2 - Technical Approach Narrative: A descriptive narrative that provides a detailed approach to complete the project within the proposed schedule. This narrative should include, but not be limited to, a clear understanding of the scope of the project and a demonstration of how the proposed approach will fulfill the Government’s need. This narrative shall not be a restatement of the solicitation or its attachments.

5.2.2.3. Subfactor 3 - Quantities of Materials: A breakdown to include quantities of materials proposed in technical approach narrative.

5.2.3. All offerors should base pricing of the project on a performance period of 151 calendar days.

6. RELATIONSHIP BETWEEN INSTRUCTIONS AND EVALUATION

6.1. Your attention is directed to the functional relationship between Sections L and M of this solicitation. Section L provides information for the purpose of organizing the proposal and is not intended to be all inclusive. Section M describes evaluation factors for award. Since the Government evaluation of proposals will cover areas identified in Section M, proposals should address all such areas of evaluation.

7. AMENDMENT OF SOLICITATION PRIOR TO CLOSING

7.1. The Government reserves the right to revise or amend the specifications, drawings, or the solicitation prior to the proposal closing time. Such reservations or amendments will be communicated by amendments to the Request for Proposal (RFP) and posted on the Contract Opportunities website https://piee.eb.mil . If such amendments require material changes in quantities or prices, the proposal closing date may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include an announcement of the new closing date and time. Offerors MUST acknowledge all amendments in their proposal (Volume I), either by completing SF 1442 Block 19, providing signed copies of the amendments with their proposal, or by separate letter which includes a reference to the solicitation and amendment numbers.

8. QUESTIONS

8.1. All questions regarding this solicitation must be submitted electronically to the following individuals via the email no later than close of business five (5) business days after the preproposal conference. Any questions submitted after this period may not be answered.

Mrs. Logan Hamm – logan.hamm.1@us.af.mil

A1C Isaiah Jones – isaiah.jones.23@us.af.mil

9. FEDERAL HOLIDAYS: The following Federal Legal Holidays are observed by Altus

AFB:

New Year's Day - 1 January Martin Luther King Day - Third Monday in January Inauguration Day – 20 January Washington’s Birthday – 17 February Memorial Day - Last Monday in May Juneteenth Day – 19 June Independence Day - 4 July Labor Day - First Monday in September Columbus Day – 13 October Veterans Day - 11 November Thanksgiving Day - Fourth Thursday in November Christmas Day - 25 December