Attachment 6-Section L - Instructions Conditions and Notices to Bidders.pdf

Section L - Instructions, Conditions, and Notices to Bidders

Clause List L.1 Instructions, Conditions, and Notices to Respondents for Proposal Preparation

This acquisition will utilize Lowest Priced Technically Acceptable (LPTA) source selection procedures to make an integrated assessment for an award decision. This section of the Instruction to Offerors (ITO) provides general guidance for preparing proposals as well as specific instruction on the format and content of the proposal. The Offeror's proposal must include all data and information request by the ITO and must be submitted in accordance with 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 Section B and applicable attachments. Non-conformance with the instructions provided in the ITO may result in an unfavorable proposal evaluation.

The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the offeror intents 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 proposal.

Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

The Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

L.2 Instructions for Preparation and Submission of Proposals

(a) Each Offeror will submit information identified in the sections as set forth in paragraph (c) below. The data submitted should be complete, concise, and relevant to the requirements of the SIR/RFO and are required to be submitted in the prescribed formats subsequently identified herein.

(b) Documentation shall be submitted electronically in accordance with Section L, Provision 3.2.2.3-20, Electronic Offers.

(c) The titles and contents of the sections should be as set forth below.

Proposal Organization

Section Title

I Contract Documentation

II Technical Proposal

*No reference shall be made to costs/prices in Section II

(d) Section cover shall designate section title along with applicable page(s) the Offeror deems competition sensitive.

(e) Section I - Contract Documentation: This section will be in FAA format. This will provide information to the

FAA for preparing the contract document and supporting file. Offerors must complete and submit:

(1) Section A, Solicitation, Offer, and Award (SF33), Blocks 12 through 18

(2) Section B, Supplies or Services and Prices/Costs; Government format

(3) Section K, Representations and Certification; and, (Note: Completion of documents identified at (1) through (3) above indicates that the Offeror has read and agrees to the terms and conditions contained in the SIR/RFO. The FAA may consider offers that take exception to the terms and conditions contained in the SIR/RFO to be unacceptable and thereby ineligible for award. Offerors submitting such offers may not be given the chance to revise their offer. Offerors are not to assume that they will be contacted or afforded the opportunity to clarify, discuss, or revise their proposal if Government evaluators identify omissions or lack of detail.)

(4) Proposals shall be submitted by the due date and time to the following email addresses: Caridad.Daniel@faa.gov

(f) Page Size and Format 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. Except for the reproduced sections of the solicitation document, the text size shall be no less than Times New Roman 12 font.

(g) Electronic Offers The proposal shall be submitted in a format readable by Microsoft (MS) Word 2016, MS Excel 2016, MS Project 2016, and MS Power Point 2016 as applicable.

(h) Distribution The proposal shall be clearly identified. Proposals shall be emailed to the Contract Specialist at Caridad.Daniel@faa.gov. The solicitation number, and the name and address of the offeror shall be clearly marked on the proposal.

(i) Section II - Technical Proposal - The technical proposal shall not include prices/costs or any pricing information.

Factor 1 – Past Performance Information Factor: Demonstrate the experience of offeror and/or proposed team, including sub-contractors, on projects that are the same/similar to that described in the Civil Aviation Registry Translation Services Statement of Work (SOW) for the Civil Aviation Registry Translation Services.

The Offeror shall complete a minimum of two (2), but no more than four (4), "Past Performance Experience Information" forms, attached to the SIR (Section J, Attachment 3 in response to this factor. All blocks must be filled in and all data should be accurate, current, and complete. All projects submitted must have been underway or completed within the last 5 years through the closing date identified on the SIR. Each project provided must be valued at or over $15,000.00. If the Offeror does not have prior prime contracts to cite, then the Offeror may cite instances on which it has served as a primary subcontractor.

At least two of the maximum four forms submitted must contain all information required. If any of the information required is not included in at least two forms submitted, then the Offeror will be considered non-responsive and evaluated as unacceptable.

Evaluation Criteria: The Government's Technical Evaluation Team will review the project experience of the offeror, including subcontractors, on projects provided in response to Factor 1. Offerors must meet all of the following minimum acceptability standards to receive an "ACCEPTABLE" on this factor:

• Offeror must have two (2) projects that are same/similar to that of the work required in the project specifications and this solicitation; AND

• Each project submitted must be valued at or over $15,000.00; AND

• Projects submitted must have been completed, or underway, within the last 5 years through the closing date of the SIR.

• At least two of the Past Performance Experience Information Forms provided must be rated as acceptable by respondents. Multiple unacceptable responses could result in being determined unresponsive and possibly eliminated from further consideration.

Failure to demonstrate the minimally acceptability standards under this factor will result in an "UNACCEPTABLE" rating and possible elimination from further consideration for contract award.

Factor 2: Languages Provided Factor: In order to receive an Acceptable rating for Factor 2, Offeror must confirm the ability to translate all languages listed on Tiers 1, 2 and 3 listed on the Civil Aviation Registry Translation Services Statement of Work.

Evaluation Criteria: The Government's Technical Evaluation Team will review the project experience of the offeror, including subcontractors, on languages provided in response to Factor 2. Offerors must meet all of the following minimum acceptability standards to receive an "ACCEPTABLE" on this factor:

mailto:john.j.juarez@faa.gov mailto:john.j.juarez@faa.gov

Failure to confirm the minimally acceptability standards under this factor will result in an "UNACCEPTABLE" rating and possible elimination from further consideration for contract award.

References shall forward the questionnaire directly to the address below. Questionnaires must be received no later than the closing date of the solicitation. Offerors are responsible for ensuring their references transmit a questionnaire to the Contracting Office.

Attention: Charity Daniel Email: Caridad.Daniel@faa.gov

The Offeror will complete Page 1 and Page 2, Section A of the Past Performance Surveys and then provide the surveys to their customers, who will in turn complete and return the surveys directly to the Contracting Officer by the due date specified on the surveys. Past Performance Surveys must be submitted to the Contracting Officer. Surveys received after the established due date may not be evaluated.

Note: The Offeror is responsible for verifying references before submission to ensure all information is correct. The FAA will not be held responsible for those Offeror's customers who refuse to respond or provide past performance information. If the Contract Specialist fails to receive any completed forms for an offeror, the FAA will attempt to follow up with the customers once, in order to retrieve the information. After this attempt, any PPS not submitted and received by the due date/time will not be considered.

Factor 3: Turnaround Time for Translations Factor: In order to receive an Acceptable rating for Factor 3, Offeror must confirm the ability to deliver, via reply email, the resulting translations for each document for a call order no later than 6:00 p.m. central time on the third Federal workday or within 24 hours after submission for rush items.

Evaluation Criteria: The Government's Technical Evaluation Team will review the project experience of the offeror, including subcontractors, on translation turnaround times provided in response to Factor 3. Offerors must meet the following minimum acceptability standards to receive an "ACCEPTABLE" on this factor:

• Offeror must confirm ability to deliver, via reply email, the resulting translations for each document for a call order no later than 6:00 p.m. central time on the third Federal workday.

• Offeror must confirm ability to deliver, via reply email, the resulting translations for each rush document no later than 24 hours after submission.

Failure to confirm the minimally acceptability standards under this factor will result in an "UNACCEPTABLE" rating and possible elimination from further consideration for contract award.

L.3 Submission of Supporting Cost or Pricing Data

(a) It is anticipated that price analysis will be based on adequate price competition; therefore, vendors are not required to submit cost or pricing data with its proposal. However, if after receipt of offers it is determined that adequate price competition does not exist, uncertified, yet detailed, cost or pricing data may be required.

(b) The vendor shall provide current, complete, and accurate cost or pricing data within five (5) calendar days after receipt of the Contract Specialist’s request.

L.4 Debriefings

The Contract Specialist (CS) will promptly notify offerors of any decision to exclude them from competition, whereupon they may request and receive a post-award debriefing in accordance with AMS 3.2.2.3.1.4. 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 AMS 3.2.2.3.1.4.

• Language translations shown can be from either the contractor or subcontractor. Languages translated by subcontractors must be listed as such; AND

• Offeror must confirm the ability to translate all languages listed on Tiers 1, 2 & 3 on the draft

SOW.

mailto:Caridad.Daniel@faa.g

L.5 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 CS in writing with supporting rationale as well as the remedies the offeror is asking the CS 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 proposal as received, with or without discussion. This reservation includes matters of additional or substitute pages of the initial proposal.

L.6 Electronic Reference Documents

All referenced documents for this solicitation are available on the System for Award Management (SAM) website at https://sam.gov/ . Potential Offerors are encouraged to subscribe for e-mail notifications to receive information posted to the website for this solicitation.

L.7 Amendments to Solicitation

If this SIR is amended, all terms and conditions that are not amended will remain unchanged in full force and effect.

Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the offeror's proposal.

L.8 Submission, Modification, Revision, and Withdrawal of Proposals

Proposals and modifications to proposals shall be emailed to the Contract Specialist at Caridad.Daniel@faa.gov and show the solicitation number in the subject line.

L.9 Incorporation of Representations and Certifications

Certain representations and certifications must be made by the offeror and must be filled in as appropriate. The signature of the offeror on the face page of this SIR (Standard Form 33 or Standard Form 26, as applicable) constitutes the making of certain representations and certifications. Award of any contract to the offeror shall be considered to have incorporated the applicable representations and certifications by reference.

L.10 Directions for Submitting Proposal(s)

Pursuant to the Technical Evaluation Plan for this requirement, the procurement process will involve the evaluation of multiple areas. Evaluations involved will permit the FAA to select an offer that represents the best value proposal to the FAA in accordance with the terms and conditions of the SIR.

CAUTION: The name and address of your firm on the proposal MUST EXACTLY MATCH the address used for your UEI number/SAM registration. Proposals must be received by 5:00 pm Central (Oklahoma Time) Friday, January 27, 2023, or as amended, at the mailing address shown below. Early submission is acceptable if addressed as indicated and marked with the solicitation number clearly on the package as shown:

L.11 Proposal Acceptance

(a) The FAA reserves the right to consider as acceptable only those proposals submitted in accordance with the requirements set forth in the SIR which demonstrate an understanding of the complexity and scope of the requirements.

(b) The FAA further reserves the right to reject, as unacceptable, proposals deleting or altering technical requirements.

L.12 Contractor Proposal Information This SIR is not to be construed as a contract or a commitment of any kind. The Government and the FAA shall not be liable for payment of, nor reimburse offerors or contractors for any costs incurred in the preparation and/or submittal of a proposal in response to this SIR or resultant task order. All proposal preparation and/or submittal costs are at the risk of the offeror or contractor.

mailto:Caridad.Daniel@faa.gov