Attachment 7 Instructions to Offerors and Evaluation Basis for Award FINAL WRO 07Apr2020.pdf

RFP Attachment 7

Section L Instructions, Conditions, and Notices to

Offerors

Request for Proposal (RFP)

FA8501-20-R-0004

A. INTRODUCTION

General. The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the Request for Proposal (RFP) may cause their proposal to be determined to be not eligible for award. The Government seeks to award to the offeror who is best suited to fulfill the Air Force requirements. This may result in an award to a higher rated, higher priced offeror, where the decision is consistent with the evaluation factors, and the Source Selection Authority

(SSA) reasonably determines that the lower technical risk or higher past performance rating, of the higher priced offeror, outweighs the price difference. If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. If proposing the use of critical subcontractors, include the company’s information and description of work to be performed. A critical subcontractor is defined as a contractor performing vehicle maintenance or fleet management. Offerors shall submit only one proposal for the Vehicle Maintenance Services as the Government will review only one proposal per offeror.

Proposals must be received no later than the date and time specified in Block 9 on the face page of the

RFP and the submission due date paragraph. However, offerors are requested to submit Volume V. Past

Performance Proposal, consisting (RFP Attachment 10 Past Performance Package) and Slides 19 through 30 (RFP Attachment 11 Oral Presentation/Discussions Slide Deck), so that it is received ten

(10) calendar days (or sooner) prior to the required due date for proposals. Failure to submit Volume V and RFP Attachment 10 (Past Performance Package) by the earlier date will not result in offeror disqualification.

Communications. Exchanges of source selection information after submission of the proposal packages between the Government and offerors will be controlled by the Contracting Officer. Exchanges with industry may be written and transmitted via encrypted e-mail, and/or orally with telephonic or video teleconference meetings. Email shall be used to transmit such information only if the email can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS

Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any source selection information). Otherwise, source selection information will be transmitted via DoD SAFE at https://safe.apps.mil/. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

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 Contracting Officer (CO) in writing with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the https://safe.apps.mil/ omission or error.

B. SOLICITATION RESPONSE REQUIREMENTS

General. The offeror’s response to the Vehicle Maintenance Solicitation should consist of 5 proposal volumes. Within those 5 proposal volumes the offeror shall complete and submit RFP Attachments 9 through 11. Should discussions be opened, a slide briefing deck will be used for oral presentations/oral discussions. The template slide deck to be used is RFP Attachment 11 Oral Presentation/Discussions Slide

Deck. All proposal volumes must be clear, coherent, and prepared in sufficient detail for effective evaluation of the offeror’s proposal against the evaluation criteria. This documentation shall cover all aspects of this solicitation and include the offeror’s approach for satisfying the Robins AFB Vehicle

Maintenance requirements. Proposals must clearly demonstrate how the offeror intends to accomplish the requirements and must include convincing rationale and substantiation of all claims. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete effective response to the solicitation are not desired.

Competition among multiple offerors is expected and this solicitation will be evaluated using a competitive process. Each offeror shall submit a proposal (which includes all 5 electronic proposal volumes and RFP Attachments 9 through 11) in response to the Air Force’s solicitation that proposes the offeror’s solution. All correspondence in conjunction with this solicitation shall be directed to the

Government Contracting Officer (CO) and Contract Specialist (CS) identified below:

Mr. William Odom, Contracting Officer, E-mail address: william.odom.2@us.af.mil

1ST Lt. Christine De Jesus Contract Specialist, E-mail address: christine.de_jesus.1@us.af.mil

Ms. Jacqueline Anthes Contract Specialist, E-mail address: jacqueline.anthes.1@us.af.mil

Submission Due Dates. The Government will only accept electronic proposals. Offerors are responsible for submitting their electronic proposal volumes (I-V), RFP Attachments 9-11, revisions, or withdrawals, so as to reach the Government office via encrypted email or DoD SAFE at https://safe.apps.mil/ by 11 May

2020, NLT 2:00PM EST as stated in RFP block 9. Late submissions will not be accepted.

When submitting a proposal, please send email (or email notification if using DoD SAFE), to the

Contracting Officer and the two Contracting Specialist listed in the previous paragraph.

Offerors are requested to submit the Past Performance Volume V, consisting of RFP Attachment 10 Past

Performance Package and Slides 19 through 30 (RFP Attachment 11 Oral Presentation/Discussions Slide

Deck), so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume V and aforementioned attachments by the earlier date will not result in offeror disqualification.

mailto:william.odom.2@us.af.mil mailto:christine.de_jesus.1@us.af.mil mailto:jacqueline.anthes.1@us.af.mil https://safe.apps.mil/

Site Visit/Pre-proposal Conference. Robins AFB will be holding a Virtual Site Visit/Pre-proposal

Conference for those contractors planning on proposing on the Vehicle Maintenance Services contract. The virtual site visit will allow the offerors to see the place of performance, hear from the program office on the specific PWS requirements and receive a detailed walk-through of Sections L & M and the oral presentation/oral discussion process, from the Contracting Office. The questions and answers that occur during the site visit will be provided to all offerors who propose regardless of attendance of the site visit.

1. All contractors planning on attending the 28 April 2020 virtual site visit for the Vehicle Maintenance Services RFP at Robins AFB, GA must have responded via email, to Lt. Christine DeJesus, Jacqueline Anthes or Russ Odom, NLT 16 April 2020, 5:00PM EST. No additional attendees will be allowed to attend the virtual site visit after that time. Please include in the email all the names of the individuals that plan on attending.

2. Because of the anticipated large response, no more than 2 people per contractor will be allowed to conference into the virtual site visit.

3. All contractors attending the virtual site visit will be provided the virtual login information prior to the virtual site visit/presentation. The virtual site visit is expected to last 1 ½ hours or from 9:00 to 10:30 EST.

4. If you have any questions, please email 1ST Lt. Christine De Jesus christine.de_jesus.1@us.af.mil, Jacqueline Anthes jacqueline.anthes.1@us.af.mil or Russ Odom william.odom.2@us.af.mil .

Proposal Volume Requirements. The proposal shall consist of 5 electronic volumes as listed below.

Within those 5 proposal volumes, the offeror shall complete and submit RFP Attachments 9 through 11.

Should discussions be opened, a slide briefing deck will be used for oral presentations/oral discussions.

The template slide deck to be used is RFP Attachment 11 Oral Presentation/Discussions Slide Deck. The following table outlines the requirements of each proposal volume, applicable instructional paragraph, attachments required, and page limitations. Only proposals submitted in accordance with these instructions will be accepted. The evaluation of each volume is outlined in detail in M Evaluation Criteria, paragraph

B-G.

The column below titled Format of Submission refers to how the proposal information should be formatted

(Word Document, Powerpoint or Both).

“Written” means the information/factor/subfactor should be included in the Volume Word

Document.

“Oral Presentation” means the information/factor/subfactor should be included in the Powerpoint

Briefing Slide Deck (RFP Attachment 11) that will be used in oral presentations/discussions, should they be opened.

“Written/Oral Presentation” means the information/factor/subfactor should be included in BOTH the Volume Word Document AND the Powerpoint Briefing Slide Deck (RFP Attachment 11) that will be used in oral presentations/discussions, should they be opened.

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VOLUME

INSTRUCTION

TO OFFEROR

REFERENCE

TITLE

FORMAT

OF

SUBMISSION

MAXIMUM

NUMBER OF

PAGES

I

Paragraph C.

Completed RFP

Cover Letter

Voluntary Protection Plan

Written

N/A

1 page

10 pages

II

Paragraph D. Technical /Technical Risk Written/Oral

Presentation

25 Pages(Total)/10

Slides(Total)

Subfactor 1

Transition Planning

Written 5 Pages

Subfactor 2

Staffing Approach

Written/Oral

5 Pages/5 Slides

Subfactor 3

Vehicle Maintenance

Written/Oral

10 Pages/5 Slides

Sub-factor 4

Continuation of Essential

Contractor Services

5 Pages

RFP Attachment 11 Oral

Presentation/Discussions

Slide Deck

(Technical Section):

-Subfactors 2 and 3 Only

Oral

Presentation

10 Slides (5

Slides per

Subfactor)

III Paragraph E. Small Business

Participation

Written/Oral

5 Pages(Total)/5

Slides(Total)

RFP Attachment 11 Oral

Presentation/Discussions

Slide Deck

(Small Business

Participation Section):

-All requirements in

Paragraph E.

Oral Presentation 5 Slides

IV Paragraph F. Cost/Price

RFP Attachment 9

Pricing Spreadsheet

Written N/A

V

Paragraph G. Past Performance

RFP Attachment 10 Past

Performance Package:

-Teaming Member Consent

Form

- Past Performance

Questionnaire

- Transmittal Letter

- Client Authorization Letter

- Contract Performance

Assessment Reports

(CPAR)s for each submitted contract (if applicable)

N/A

RFP Attachment 11 Oral

Presentation/Discussions

Slide Deck

(Past Performance Section):

- Description of Past

Performance

Efforts

Oral Presentation

12 Slides (Total)

(6 per effort)

NOTE: For Oral presentations/discussions, the presentation shall not exceed two hours.

Page Limitations. The page limitation for the voluntary protection plan is 10 pages. The page limitation for Volume II, Technical/Technical Risk written portion is 25 pages. The page limitation for Volume III, Small Business Participation written portion, is 5 pages. The cover letter, title page, table of contents, table of figures, list of tables and glossary of abbreviations & acronyms for each volume do not count against page count limitations. Proposal contents that exceed the stated page limitations above will be removed from the proposal by the CO, prior to turning the proposal over to the Government evaluation teams, and will not be considered in the evaluation. The page limitation for the technical section in the oral presentation is 10 slides (5 per Subfactor). Technical Subfactors 1 and 4 will not be orally presented unless initial evaluation notices are identified and the offeror is required to present their responses. The page limitation for the small business participation plan section in the oral presentation is 5 slides. The page limitation for the past performance section in the oral presentation is 12 slides (6 slides per effort).

The cost/price spreadsheet will not be presented in oral presentations unless initial evaluation notices are identified and the offeror is required to present their responses. There are slides reserved in the RFP

Attachment 11 Oral Presentation/Discussions Slide Deck for Additional Evaluation Notices. Any updates that are made to the original submittal of the slide deck shall be annotated in red italicized font and resubmitted by the due date annotated on the discussion letter. Sections and slides that do not require EN responses should not be edited.

Format. Text shall be single-spaced, with a minimum one-inch margin all around. Pages shall be numbered consecutively. Print shall be of a minimum 12-point Times New Roman font size. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable. Each volume in the proposal shall include a title page and table of contents. The table of contents shall list sections, subsections and page numbers.

Oral Presentations.

Process. After initial evaluation of the proposals is complete, a determination to hold discussions will be made. Should discussions be determined necessary, a competitive range will be established, discussions will be opened with all offerors in the competitive range, and each offeror’s initial ratings and evaluation notices will be provided to them. Offerors will be required to participate in oral presentations/oral discussions via telephonic or virtual teleconference. Oral presentations/oral discussions will be held to allow for a heightened understanding and real-time dialogue between the offeror and the Government.

The oral presentation/oral discussion will streamline and shorten the acquisition timeline and process. The offeror shall address their responses to the first round of evaluation notices (EN)s relative to the applicable evaluation factor, during oral presentations/discussions. There are slides reserved for ENs in

RFP Attachment 11 Oral Presentations/Discussions Slide Deck Template. The Government will conduct evaluations during the oral presentation. After the presentation is complete, the Government will caucus to discuss the evaluation results and any additional evaluation notices. The Government will reconvene the telephonic or video teleconference meeting and conduct oral discussions on the additional evaluation notices. The oral presentations, the Government’s evaluation of the presentations, and oral discussions will be recorded and documented in the official contract file. Upon completion of oral presentations/discussions, written evaluation notices documenting the oral discussion and offeror’s responses will be sent to the offeror to annotate accuracy. The offeror will be required to sign and return the ENs. The Government’s objective is to conclude discussions by the end of time allotted for oral presentations/discussions and arrive at a rating for each factor. However, due to required additional, internal Air Force processes and approvals, the offeror will not be notified of their interim evaluation ratings until the formal closing of discussions/Final Proposal Revisions.

Format of the Slide Deck. Oral presentations shall be briefed using Microsoft PowerPoint. Offerors shall structure their oral presentations to follow the order of items in “Proposal Volume Requirements” table above. RFP Attachment 11 Oral Presentation/Discussions Slide Deck is provided for use. This Slide Deck

Template has the required information needed for each factor and the appropriate number of pages. Any and all information contained in the slides not orally presented will not be considered as part of the offeror’s oral evaluation. No changes to the offeror’s oral presentation charts supplied (RFP Attachment 11) may be made after the proposal has been submitted. Should discussions be opened, the offeror will be given the opportunity to add the EN responses to the initially submitted RFP Attachment 11. Any updates that are made to the original submittal of the slide deck shall be annotated in red italicized font and resubmitted by the due date annotated on the discussion letter. Sections and slides that do not require EN responses should not be edited. If the teaming arrangement is comprised of a joint venture member and/or critical subcontractors, duplicate Slides 19-30 (RFP Attachment 11) for each member/critical subcontractor.

The font shall be Times New Roman. Line spacing shall be set at 1.0 or greater. Text size shall be 14-point or larger. Formatting is left up to the offeror as long as all other instructions in this section are adhered to. Offerors will not be compensated for proposals or presentations. One electronic copy of RFP

Attachment 11 Oral Presentation/Discussions Slide Deck shall be submitted with the other proposal volumes, on the due date identified in paragraph ‘Submission Due Dates.’ The oral presentation shall not exceed two (2) hours.

The oral presentations will tentatively begin within four (4) weeks after the proposal due date and will be held via telecon or video teleconference at a specified time for each offeror. Each offeror shall notify the

Government of their capability to participate in oral presentations via telecon or video teleconference, not later than two (2) weeks after the release of the RFP, via email to william.odom.2@us.af.mil , christine.de_jesus.1@us.af.mil and jacqueline.anthes.1@us.af.mil . The oral presentation shall be given by key personnel responsible for project performance such as program/project managers and supervisors.

The offeror is allowed up to a total of five (5) representatives that may participate in the Oral

Presentations. A knowledgeable company representative should be present to answer any oral discussions that may occur for all evaluation factors. The offeror shall notify the CO, in writing, of the name, phone number, and email address of the individuals who will receive Government notices regarding oral presentation/oral discussion brief schedules. The CO will schedule oral presentations/discussions based on receipt of this email notification. Time and date on each offeror’s email notification will be used to establish the order of presentations. The CO will notify offerors within two (2) weeks prior to oral presentations/discussions of the offeror’s date and time of presentation. The

CO reserves the right to change the order of oral proposals if external events necessitate.

All oral presentations will be recorded.

If oral presentations/discussions are cancelled due to circumstances beyond the Air Force’s control, the

Air Force reserves the right to award a contract based on the evaluation of the offeror’s proposal and responses to written ENs (if required). If this occurs, all offerors will be notified prior to award.

C. VOLUME I, COMPLETED REQUEST FOR PROPOSAL

Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating the following:

Any exceptions taken to the RFP terms and conditions with accompanying rationale

Small business status/categories

Company primary and alternate points of contact with email/phone and who is authorized to contractually obligate the company

CAGE Code, DUNS number

Specific information if proposing a teaming arrangement (i.e. joint venture or critical subcontractor) to include the roles of each teaming member, dates of the agreement, and a copy of the signed joint venture agreement (if applicable). If proposing the use of critical subcontractors, include the company’s information and description of work to be performed. A critical subcontractor is defined as a contractor performing vehicle maintenance or fleet management.

This factor will not be included in oral presentations unless ENs are identified. If ENs are identified, the Government will provide them to the offeror prior to oral presentations/discussions.

The offeror shall address any ENs identified for Volume I, Completed RFP, within the oral presentations/discussions. There are slides reserved for ENs in RFP Attachment 11 Oral

Presentations/Discussions Slide Deck Template. The 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.

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Voluntary Protection Plan. Air Force Voluntary Protection Program (VPP) requirements are applicable to this acquisition as work on an Air Force installation will be required by contractor employees working 1,000 hours or more in any calendar quarter and the employees are not directly supervised by the Air Force installation. As part of Volume I, for each of the past three (3) calendar years ending with the calendar year immediately prior to the calendar year in which this RFP is being issued, submit your Total Case Incidence Rates (TCIR) and Day Away, Restricted, and or Transfer

Case Rates (DART) for the standard Industrial Classification System (SIC) code or North American

Industrial Classification Systems (NAICS) code for the applicable industry as identified on the face page of this RFP. If TCIR/DART rates are not maintained, submit comparable insurance rates or compensation injury rates. This VPP information shall be no more than 10 pages. Note: This VPP information pertains to the offeror. If an unpopulated joint venture is formed (a joint venture in which the employees are employed by the joint venture partners and not the joint venture itself), each joint venture partner must submit these rates. Any proposed subcontractor with employees working 1,000 or more hours in any calendar quarter on an Air Force installation and whose subcontractor employees are not directly supervised by the Air Force installation must submit these rates as well.

For information on TCIR/DART rates, visit the following VPP site:

http://www.osha.gov/dcsp/vpp/index.html

D. VOLUME II, TECHNICAL AND TECHNICAL RISK PROPOSAL

The technical proposal should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the technical sub-factors. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the sub-factors. It has been identified there is potential that critical subcontractors will be utilized to meet the Government’s requirement. Address your technical solution for meeting the Government’s minimum performance or capability requirements of each technical sub-factor and describe in detail how the critical subcontractor utilized (if applicable) will meet the specific subfactor requirements. All the requirements specified in the

RFP are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the RFP. Do not merely reiterate the objectives or reformulate the requirements specified in the RFP.

Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal. Proposals shall address the technical solution for meeting the Government’s performance and capability requirements. This volume shall correlate with the PWS. Proposals shall be evaluated against the technical sub-factor evaluation criteria defined in M. Evaluation Factors for Award, Paragraph D.

The following information shall be provided in the written technical proposal and will be evaluated to assess the proposed technical approach (to include identified critical subcontractors for vehicle maintenance and fleet management) and associated technical risk in accordance with Section M, Evaluation Factors for Award, Paragraph D. The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the PWS. For each subfactor, the offeror shall identify risks, if any, associated with the proposed approach and actions the offeror will take to mitigate the identified risks. If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach. For Factor I, only Subfactors 2 & 3 and will be included in the oral presentations. After initial evaluations, if discussion ENs are identified (including Subfactors 1 and

4) and discussions are opened, the Government will provide the ENs, along with their initial evaluation http://www.osha.gov/dcsp/vpp/index.html ratings, to the offeror prior to oral presentations/discussions. There are slides reserved for ENs in RFP

Attachment 11 Oral Presentations/Discussions Slide Deck Template.

Sub-factor 1 – Transition Planning (PWS Para: 4.19) (Written)

Offeror shall submit a proposed Transition Plan that addresses the offeror’s proposed approach to staffing, management, equipment, supplies, and security considerations. The offeror’s

Transition Plan shall provide a comprehensive and sound approach to perform in accordance with the PWS paragraph 4.19 and all sub-paragraphs

Sub-factor 2 – Staffing Approach (Written/Oral Presentation)

Offeror shall submit a proposed organizational chart which illustrates a clear understanding of the staffing requirements necessary for each of the following VM functions: Vehicle

Management & Analysis, Fleet Management, Quality Control and Safety. (PWS Paragraph 1.0, 1.1, 1.1.1, 1.1.2, 4.8, 4.16). The organizational chart shall:

Describe the number of personnel required, duty position titles, and a narrative of qualifications of each duty position title for the vehicle management areas (For the identified

VM functions above)

Note: Per PWS paragraph 4.8 for safety reasons no contractor will work alone in

Government provided facilities (two-man concept)

Sub-factor 3 – Vehicle Maintenance (PWS references below) (Written/Oral Presentation)

Offeror shall submit a narrative to describe how the offeror intends to execute Vehicle

Management and Fleet Management Programs IAW PWS paragraphs below. The narrative must detail:

How you intend to provide personnel to operate the vehicle maintenance/management function that have qualifications and certifications required; PWS 4.12.2

Execution of hazardous material management program; PWS 4.14, 4.15

The approach, to include utilization of Defense Property Accountability System (DPAS), in providing maintenance and fleet management to meet mission capable rates, authorization/utilization analysis, mission essential levels to minimize vehicle downtime; PWS

1.1.1.1, 1.1.1.2, 1.1.1.2.1, 1.1.1.4

Method of maintaining shop equipment and documentation; PWS 3.2

Sub-factor 4 – Continuation of Essential Contractor Services (PWS para. 4.9, 4.10) (Written)

Offeror shall provide a written approach describing how the offeror will continue to perform the essential contractor services. The following shall be identified in the approach:

Identify provisions made for the acquisition of essential personnel and resources, if necessary, for continuity of operations for up to thirty (30) days or until normal operations can be resumed. Address in the approach, at a minimum:

Challenges associated with maintaining essential contractor services during an extended event, such as a pandemic that occurs in repeated waves

Time lapse associated with initiation of essential personnel and resource acquisition and actual availability on site

The components, processes, and requirements for identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home

Any established alert and notification procedures for mobilizing identified

“essential contractor service” personnel

The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis

E. VOLUME III, SMALL BUSINESS PARTICIPATION (Written/Oral Presentation)

The Small Business Participation proposal is required from all offerors, including small businesses and companies with Master, Individual, Commercial Subcontracting Plans and/or Comprehensive

Subcontracting Plans. This information shall be included in the written Volume III and RFP Attachment 11

Oral Presentations/Discussions Slide Deck. After initial evaluations, if discussion ENs are identified and discussions are opened, the Government will provide the ENs, along with their initial evaluation ratings, to the offeror prior to oral presentations/discussions. The offeror shall address any ENs identified during the oral presentations/discussions. The offeror/joint venture member shall include only the first tier of subcontractors for this effort. Offerors are advised that the Small Business Participation proposal IS

NOT THE SAME as the Small Business Subcontracting Plan required by FAR 52.219-9. Large business offerors SHALL NOT UTILIZE the Small Business Subcontracting Plan in the place of the

Small Business Participation proposal.

Format and Specific Content: The offeror shall submit a Small Business Participation proposal for itself and any joint venture subcontract member in separate volume labeled: “Volume II – Small Business

Participation.” The Small Business Participation proposal shall address each of the following elements in the proposed performance of this resultant contract:

The extent of participation of proposed Small Businesses (SB) when subcontracting possibilities exist, including the company names with CAGE codes the offeror plans to use in the performance of this resultant contract; and, The description of the subcontracted work these proposed firms are to perform; and, The associated goals expressed in terms of percentages of the total planned subcontracted dollars. If limited or no subcontracting possibilities exist for these socio-economic entities, provide rationale for such. Offerors are cautioned against only acknowledging a goal is not met, if applicable. Rather, adequate rationale includes specific reasons why a goal is unmet and any actions being taken to increase any unmet goals. Additionally, if the offeror/joint venture member is a small business concern, it should include the work it will be performing when calculating the goals for your Small Business Concern Utilization information.

F. VOLUME IV, COST/PRICE PROPOSAL (Written)

General Instructions.

a. The offeror shall submit cost and pricing information in Volume IV. The offeror shall complete the RFP Attachment 9 Pricing Spreadsheet. Pricing information shall not be included in the RFP Attachment 11 Oral Presentations/Discussions Slide Deck. After initial evaluations, if ENs are identified, and discussions are opened, the Government will provide the ENs to the offeror, along with their initial evaluation ratings, prior to oral presentations/discussions. The offeror shall address any ENs identified during the oral presentations/discussions. There are slides reserved for ENs in RFP Attachment 11 Oral

Presentations/Discussions Slide Deck Template.

b. Proposed unit/CLIN prices shall be rounded to the nearest penny (two decimal places). If any proposed unit/CLIN price does not meet the required rounding, the Government will round that unit/CLIN price to the nearest penny (two decimal places). The Government adjusted unit/CLIN price will become the offeror’s proposed amount.

c. Data beyond that required by this instruction shall not be submitted. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Cost/Price volume. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

d. Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal.

e. In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness. Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 applies, the offeror shall be required to submit additional cost or pricing data.

f. In accordance with DFARS 215.371-3, cost and pricing data may be required in the event only one offer is received. If no exception in FAR 15.403-1(b) applies, the cost and pricing data shall be certified.

G. VOLUME V, PAST PERFORMANCE PROPOSAL (Written/Oral Presentation)

The offeror shall submit past performance information for itself and any joint venture member/critical subcontractor, in accordance with the following paragraphs, RFP Attachment 10 Past Performance

Package and RFP Attachment 11 Oral Presentation/Discussions Slide Deck. After Initial Evaluations are complete, if ENs are identified, and discussions are opened, the Government will provide the ENs to the offeror along with their initial evaluation ratings, prior to oral presentations/discussions. The offeror shall address their responses to the first round of ENs within the oral presentations/discussions.

The evaluation of the offeror’s/joint venture member’s present/past performance will include the present/past performance of any subcontractor(s), as they may perform major or critical aspects of this requirement. A critical subcontractor is defined as a subcontractor that will perform vehicle maintenance or fleet management.

Past Performance Format. The requested past performance information shall be provided electronically and labeled "Volume V - Past Performance." A cover page shall be provided for this acquisition, describing the proposed role of the offeror and any joint venture member or critical subcontractor, if applicable. Each offeror/joint venture member/critical subcontractor shall provide information on two (2) active or completed contracts (with at least one year of performance history) in the past five (5) years from the issuance date of the RFP, that the offeror/joint venture member/critical subcontractor considers relevant in demonstrating its ability to perform the Robins Vehicle Maintenance effort. If the total number of such contracts exceeds two (2), each offeror/joint venture member/critical subcontractor shall address its two (2) most recent and relevant contracts. Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers. The offeror/joint venture member/critical subcontractor is requested to provide Contract Performance Assessment Reports (CPARs) for these two past performance efforts, if applicable. If the teaming arrangement is comprised of a joint venture member and/or critical subcontractors, duplicate Slides 19-30 (RFP Attachment 11) for each member/critical subcontractor.

Ordering Type Contracts Submission. If the contract you are submitting is an ordering type contractual vehicle (for example, including but not limited to an Indefinite Delivery “D” type contract per FAR 16.5), only after issuance of a delivery/task order does performance occur. Given this, an individual order (or series of orders) under the basic ordering contract shall be submitted, in lieu of just the basic ordering contract itself. All information provided to the Government, for an ordering type contractual vehicle, shall be at the order level (i.e. a delivery/task order).

When determining what order (or series of orders) to submit for evaluation, please reference Section M, Paragraph G. for details on how the Government will evaluate each submitted effort for recency, relevancy, and quality. In order to achieve optimal programmatic/logistical scope and magnitude of effort and complexities, as described in Section M paragraph G Relevancy Definitions Note, the offeror should consider submitting a series of orders, if possible. However, a series of orders should only be submitted if the series of orders is for continuous technical scope demonstrating relevancy to the instant acquisition.

Not all ordering type contractual vehicles will have series of orders that meet this criteria. In this instance, only the single order demonstrating relevant technical scope should be submitted for evaluation.

When submitting an individual order (or series of orders) under an ordering type contractual vehicle, it is important that the offeror/joint venture member/critical subcontractor’s past performance information be accurate, complete, and in the correct format. If the information is not submitted in the correct format, the

Government will not be able to evaluate the effort for recency, relevancy, and quality. There are specific places for submission of this information in the RFP Attachment 11 Oral Presentations/Discussions Slide

Deck. Please ensure the information submitted, in the RFP Attachment 11 Oral Presentations/Discussions

Slide Deck, is for each order (or series of orders), in lieu of just the basic ordering contract itself. This includes but is not limited to information such as the dollar value, period of performance and quantity managed and for each order or series of orders.

Series of Orders. When submitting a series of orders for evaluation, the offeror/joint venture member/critical subcontractor should list the orders under the basic ordering type contractual vehicle that demonstrate relevancy, as defined in the Relevancy Definitions in Section M paragraph G. Per the Note in

Section M paragraph G, Relevancy Definitions consists of not only technical complexities, but programmatic/logistical considerations. The programmatic/logistical considerations include dollar value, quantities managed/maintained and length of effort. If an offeror/joint venture member/critical subcontractor submits a series of orders for evaluation, the total dollar value of each order (in the series of orders), quantities managed/maintained, and the period of performance dates of each order (in the series of orders) shall be submitted. The total dollar value of each order (in the series of orders) shall be added up to calculate the Total Dollar Value to be used in the evaluation, for the submitted effort. The total quantity managed/total quantity maintained of each order (in the series of orders) shall be added up to calculate the total quantity managed/total quantity maintained to be used in the evaluation, for the submitted effort. The total period of performance of each order (in the series of orders) shall be added up to calculate the Total

Period of Performance to be used in the evaluation, for the submitted effort.

Caution: All orders within the series of orders, being submitted, should be for the same continuous technical scope-demonstrating relevancy to the instant acquisition. The Government reserves the right to request additional information from the offeror/joint venture member/critical subcontractor or points of contacts provided to verify that the series of orders is for the same continuous technical scope.

Teaming Member Consent Form. For each entity as required above, the offeror/joint venture member/critical subcontractor must submit a consent letter executed by each of its proposed teaming member(s)/joint venture member’s/critical subcontractor authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Teaming

Partner Consent Form is included in the RFP Attachment 10 Past Performance Package. The consent form shall be completed by the team member(s) identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume V.

Past Performance Questionnaire. The Performance Questionnaire included in (RFP Attachment 10 Past

Performance Package) will be one means used by the Government to obtain past performance information.

The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror/joint venture member. The offeror/joint venture member shall send out – and track the completion of - the Past Performance Questionnaires (RFP Attachment 10 Past Performance Package) to each of the offeror/joint venture member (i.e., each entity’s) Points of Contact (POCs) identified in each

RFP Attachment 11 Oral Presentations/Discussions Slide Deck. The responsibility to send out and track the completion of the Past Performance Questionnaires rests solely with the offeror/joint venture member - i.e., it shall not be delegated to any other entity. The Transmittal Letter (RFP Attachment 10 Past Performance

Package) shall be used by the offeror in sending out the Past Performance Questionnaires. Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Past Performance

Questionnaire directly to the Government not later than the date established in the RFP for receipt of proposals.

POCs shall submit their completed Past Performance Questionnaire electronically via direct email or via

DoD SAFE at https://safe.apps.mil/ . Sending electronically, email to: erica.lipford@us.af.mil and william.odom.2@us.af.mil . If using the DoD Safe site, contact the PCO and contract specialists identified in the solicitation that the proposal/past performance has been submitted. If an email is not provided by the offeror or past performance questionnaire respondent, the Government will not be held responsible for missing past performance information.

Once the Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror/joint https://safe.apps.mil/ mailto:erica.lipford@us.af,mil venture member/critical subcontractor. Therefore, any exchange/contact between the offeror/joint venture member/critical subcontractor and its own POCs in regards to comments made on the questionnaire is not permitted.

Client Authorization Letter. In the event that commercial contracts are presented as past performance sources of information, a client authorization letter shall be issued to those commercial POCs requesting/authorizing them to complete a Past Performance Questionnaire. A sample client authorization letter is attached to this RFP (RFP Attachment 10 Past Performance Package). The offeror/joint venture member/critical subcontractor is required to send the client authorization letter(s) with the Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror/joint venture member/critical subcontractor past performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after the RFP due date.

Contractor Performance Assessment Reporting System (CPARS). The offeror/joint venture member/critical subcontractor shall submit CPARS (if applicable) for their two (2) past performance efforts.

Past Performance Effort Information. The offeror/joint venture member/critical subcontractor shall provide their past performance information on their two (2) efforts in the Past Performance Section of the

RFP Attachment 11 Oral Presentation/Discussions Slide Deck. The information provided for each effort must clearly correlate past performance with the requirements of this RFP. The information provided for each effort must clearly describe the relevance of the effort to the work proposed. The response space in the RFP Attachment 11 Oral Presentation/Discussions Slide Deck for each relevant effort shall cover no more than 6 slides. All information on the RFP Attachment 11 Oral Presentation/Discussions Slide Deck shall be provided. This information is needed to evaluation each effort. There are notes for each slide to help the offeror understand what exactly is being.

At least two of the following (in descending order of availability) should be identified as current POCs in slides 23 and 29 of the RFP Attachment 11 Oral Presentation/Discussions Slide Deck:

(a) Procuring Contracting Officer

(b) Program Manager

(c) Administrative Contracting Officer

(d) Contracting Officer Representative

(e) Other (Identify Duty Title)

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and include in the Oral Presentation/Discussions Slide Deck

(slides 24 & 30) a description of programs or actions taken to resolve those causes. Problems not addressed in the presentation, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist. If the teaming arrangement is comprised of a joint venture member and/or critical subcontractors, duplicate Slides 19-30 (RFP Attachment 11) for each member/critical subcontractor.

Small Business Compliance in Past Performance Efforts. On the two (2) contracts submitted in Volume

IV, Past Performance, include relevant information in the RFP Attachment 11 Oral

Presentations/Discussions Slide Deck (Chart 24 & 30) concerning the offeror/joint venture member/critical subcontractor compliance with FAR 52.219-8, Utilization of Small Business Concerns or FAR 52.219-9, Small Business Subcontracting Plan, if these clauses are or were contained in the contract. (Please note that FAR 52.219-8 does apply to ALL businesses, whereas FAR 52.219-9 only applies to large businesses.) When subcontracting possibilities existed on the contracts submitted by the offeror/joint venture member/critical subcontractor address whether or not the offeror/joint venture member/critical subcontractor awarded subcontracts to small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance. If none of the submitted contracts included these clauses, whenever subcontracting possibilities existed in the performance of these contracts, address whether or not it was the offeror/joint venture member’s policy to utilize small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance.

Follow-up Discussions. The Government may conduct follow-up discussions with any of the people identified in the RFP Attachment 11 Oral Presentations/Discussions Slide Deck or in the offeror’s

Present/Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and through other sources, other than those listed as points of contact by the offeror.

RFP Attachment 7

Section M Evaluation Basis for Award

Request for Proposal (RFP)

FA8501-20-R-0004

A. BASIS OF AWARD

This acquisition will utilize the Tradeoff source selection procedures in accordance with FAR 15.101-1 and 15.3 as supplemented by the DoD Source Selection Procedures referenced in DFARS 215.300 and the

AFFARS Mandatory Procedures 5315.3 to make an integrated assessment for a best value award decision.

The Government intends to award one contract as a result of this solicitation. A decision on the technical acceptability of each offeror’s proposal will be made. For those offerors who are determined to be technically acceptable and have acceptable small business participation, tradeoffs may be made between technical risk, past performance and cost/price. Technically acceptable proposals with a high or unacceptable technical risk rating will not be considered for award. When combined, technical risk and past performance are considered significantly more important than cost/price. This may result in an award to a higher rated, higher priced offeror where the decision is consistent with the evaluation factors and the

Source Selection Authority (SSA) reasonably determines that the lower technical risk and/or superior past and present performance of the higher priced offeror outweighs the cost difference. To arrive at a best value decision, the SSA will integrate the source selection team’s evaluations of the factors and subfactors described in this provision. While the Government will strive for maximum objectivity, the tradeoff process, by its nature, is subjective; therefore, professional judgment is implicit throughout the selection process. Offerors are reminded that the Government will only evaluate one proposal from each offeror.

Award will be made to the responsible offeror whose proposal conforms to all required terms and conditions, includes all required representations and certifications, meets all requirements set forth in the

RFP and also provides the best value to the Government based on the results of the evaluation as described in Section M evaluation approach below.

Relative Importance. For those offerors whose technical…