ATTACHMENT 8 - Section L Instructions Amended 003.docx

Section L - Instructions, Conditions and Notices to Bidders

INSTRUCTIONS, CONDITIONS

Section L – Instructions, Conditions and Notices to Bidders

A. General: This labor hour/cost reimbursement contract is for full and open competition. 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, offeror(s) may be required to submit information to the extent necessary for the Contracting Officer to determine price reasonableness.

Proposals must be complete, self-sufficient, and respond directly to the requirements of the Request for Proposal (RFP). 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 Government intends to evaluate offers and award this labor hour/cost reimbursement contract without discussions. However, the Government reserves the right to conduct discussions if deemed in its best interest. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint.

Offerors may be asked to clarify certain aspects of their proposal (e.g., the relevance of past performance information) or respond to adverse past performance information to which the offeror has not previously had an opportunity to respond. Adverse past performance is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comments received from sources without a formal rating system. Exchanges conducted with regard to adverse past performance or to resolve minor or clerical errors will not constitute discussions, and the contracting officer reserves the right to award a contract without the opportunity for proposal revision.

Offerors shall submit only one proposal for Academic Centers Educational and Research Support Services. The Government will review only one proposal per offeror. Due to the COV-ID 19 issues, electronic proposals are preferred. Proposals may be emailed to the following: kimberly.knott.1@us.af.mil and kemeshia.smith@us.af.mil or via DROP SAFE at https://safe.apps.mil/about.php. If you are mailing or hand carrying your proposal be aware of increased base regulations due to COV-ID 19 and allow extra time. Proposals must be received by 4:00 PM, 08 January 2021 at 42CONS/PKB, 50 LeMay Plaza South, Bldg. 804, Maxwell AFB, AL 36112-5948, Attention: Kimberly Knott and Kemeshia Smith, no later than the date and time specified in Block 9 on the face page of the RFP.

B. Acceptance Period: The Government requires a minimum acceptance period of 60 calendar days from the date specified for receipt of offers; however, offerors may specify an acceptance period exceeding the Government’s minimum requirement.

C. Communications: Exchange of source selection information after submission of the initial proposal packages between the Government and offerors will be controlled by the Contracting Officer. E-mail may be used to transmit such information only if the e-mail can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the e-mail. Otherwise, source selection information will be transmitted via direct mailing or DROP SAFE at https://safe.apps.mil/about.php. In order to facilitate the sending and receiving of encrypted e-mails, offerors must use MS Outlook e-mail configured to support encryption or a different e-mail product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted e-mail, you will need to contact the following Buyer and Contracting Officer: kimberly.knott.1@us.af.mil, and kemeshia.smith@us.af.mil 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). When submitting source selection information via e-mail, file suppression utilities, to include but not limited to zip files, will not be accepted.

D. Points of Contact: The Contracting Office Points of Contact (POC) are the sole POCs for this acquisition. Solicitation information and amendments will be posted to the beta.SAM website at https://beta.sam.gov/. Offerors may e-mail written questions pertaining to this RFP, or any of its attachments, to the addresses below. The Government will answer questions received up until 3:00 PM C.S.T. Montgomery, AL on 21 December 2020 and provide responses to interested parties via beta.SAM. Questions received after this date may not be answered.

Mark Restad, Contracting Officer E-mail: mark.restad.1@us.af.mil

Kimberly Knott, Team Lead E-mail: kimberly.knott.1@us.af.mil

Kemeshia Smith, Contract Specialist E-mail: kemeshia.smith@us.af.mil

E. Electronic Reference Documents: All referenced documents for this solicitation are available on the beta.SAM website. Potential offerors are encouraged to subscribe for e-mail notifications to be updated when information has been posted to the website for this solicitation.

F. Late Proposals: Late proposals will be processed in accordance with FAR 52.215-1(c) Submission, modification, revision, and withdrawal of proposals.

G. Specific Instructions: Proposals shall be submitted to the Government in four (4) separate volumes as set forth below:

(1) VOLUME I – SUMMARY AND MISCELLANEOUS DATA.

(a) The offeror shall provide a concise summary and master table of contents of the entire proposal.

Volume I shall be organized according to the following general outline:

1. Table of Contents

2. Clause fill-ins in Sections I through K

3. Authorization Letter

4. Joint Venture Agreement, if applicable

5. Responsibility Determination Supporting Information

(b) Standard Form 33 (SF 33), Blocks 13-18, of the RFP. In completing these blocks, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through K. A scanned copy of the originally signed (“wet” signature) page or electronically signed signature page should be included in the proposal package.

(c) Standard Form 30 (SF 30), Blocks 15A-15C, for any/all amendments. A scanned copy of the originally signed (“wet” signature) page or electronically signed signature page should be included in the proposal package for any/all amendments.

(d) Complete all necessary fill-ins and certifications in Sections I through K. Ensure compliance with RFP requirements if using the annual representations and certifications electronically via the System for Award Management (SAM) website at https://www.sam.gov/portal/public/SAM/. Ensure the Tax Identification Number (TIN) is loaded in SAM or provided for in the proposal submission. If the CO is unable to access/retrieve an offeror’s annual representations and certifications, that offeror may, upon request by the CO, be required to submit a hard copy of their annual representations and certifications. This request will not be construed as communications or discussions with an offeror as defined by FAR 15.306.

(e) Authorization Letter. 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.

(f) Joint Venture Agreement. 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.

(g) Responsibility Determination and Supporting Documentation. To assist in determining contractor responsibility in accordance with FAR 9.104-3(a), the offeror shall explain how they plan to maintain adequate financial resources for a contract of this magnitude and length. The offeror shall address a fiscal plan for covering mobilization, unexpected or emergency situations, and initial performance costs prior to recoupment in the form of monthly invoice payments. If the offeror intends to rely on internally available working/operation capital, documentation of availability must be submitted. If the offeror plans to rely on financial support from external sources, documentation of availability and maximum lines of credit available (based upon the inclusion of this contract effort) must be submitted. Evidence of external funding must be provided in the form of a dated letter from the external source.

IAW FAR 9.104-5, the offeror is required to comply with the submission regarding FAR 52.209-5, Certification Regarding Responsibility Matters. Since it is the Government’s intent to make Award without Discussions IAW FAR 52.215-1, the Government may request that an offeror submit additional information so a responsibility determination can be made. This request for additional information will not be construed as communications or discussions with an offeror as defined by FAR 15.306. An incomplete proposal may be considered to indicate lack of understanding of the requirement and may result in the entire proposal being determined “unacceptable” and eliminated from further consideration.

(2) VOLUME II – FACTOR 1 - TECHNICAL PROPOSAL.

(a) General. The written Technical Volume shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The proposal should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume 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.

(b) Volume Organization.

1. Table of Contents

2. Glossary

3. Summary Page

4. Subfactor 1 – Course Curriculum Development and Support

5. Subfactor 2 – Personnel and Capabilities Management Plan

6. Subfactor 3 – Small Business Participation Plan

(c) Summary Page(s). To aid the Government’s understanding, provide a summary of the offeror’s proposed technical approach and how the approach will efficiently and effectively meet the requirement. The summary page(s) shall not exceed two (2) pages.

(d) The technical volume shall not exceed 80 pages. The page limit does not include the title page, table of contents, any list of acronyms or definitions, submitted resumes, nor the lesson in the form of a written lesson plan, (or the html course package.) submitted under sub-facor 1. A page is defined as one face of a sheet of paper containing information. Pages shall be numbered consecutively. Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation, or, sent back to the offeror.

(e) Page size will be 8 1/2” x 11” except for fold-outs used for charts, tables, or diagrams, which may not exceed 11” x 17.”

(f) Typing shall be double spaced, in Times New Roman font, and not be less than 12 pitch. Offeror’s are allowed to use a smaller text font for charts, tables and diagrams, no smaller than 10 pt. Additionally, offeror’s can single space within tables.

(g) Elaborate formats or color presentations are not desired or required.

(h) Each page containing proprietary information should be so marked.

(i) Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION – SEE FAR 2.101 and 3.104 FOR OFFICIAL USE ONLY

(j) Technical Subfactors are listed below:

Subfactor 1: Course Curriculum Development and Support

The offeror shall develop and provide to the government the following deliverables to demonstrate its capabilities to design Language, Regional Expertise, Culture, and Negotiation (LRECN) curriculum and supporting products as described in PWS paragraphs 6.2. Curriculum Development and 6.3 Curriculum Media/Technology Development/Support. These deliverables are solely for capability demonstration:

• Curriculum Development and Design: Design and develop a deliverable lesson in the form of a written lesson plan containing an educationally effective, complete, accurate, and balanced distance learning multi-objective lesson, that is anthropological in nature, for a college undergraduate lower-level course focused on the knowledge and comprehension levels of learning to deliver 1.0 contact hour on the topic “cultural relativism” to include the following learning objectives:

- Define cultural relativism.

- Describe impediments to cultural relativism

- Describe behaviors that support and enable cultural relativism.

- Compare and contrast ethnocentrism and cultural relativism in terms of benefits and pitfalls of each.

The lesson in the form of a written lesson plan will cover each of the learning objectives above using current, relevant examples and research from appropriate LRECN fields of study. The lesson plan will include learning/knowledge checks throughout to encourage interaction with the lesson content. The lesson plan will conclude with a scenario-based learning exercise, presenting a series of situations/scenarios illustrative of the first 3 course objectives (a minimum of 6 scenarios, 2 per objective.) Each situation will present the student with a challenging problem scenario and a selection of (a minimum of 4) responses from which to choose. Each response shall be supported by a rationale for why it is a correct or incorrect answer within the context of the lesson materials. The series of situations need not be logically sequential, but each shall robustly address its learning objective (i.e. the problems and responses shall meaningfully challenge the student’s understanding of the lesson content and the rationales shall be supported by the lesson content.)

• Media/Technology Support Integration: Based on the lesson presented in the written lesson plan described above, develop and deliver the lesson for a distance learning audience in a self-contained, stand-alone HTML based course package contained in a standard zip format compatible for deployment/delivery on industry standard learning management systems (LMS) (e.g. Canvas, Blackboard Learn, Desire 2 Learn, etc.) No narration is required. The course package should be text based and present a balanced variety of graphic elements (e.g. images, charts, diagrams, etc.) as appropriate to the subject matter. The course package must encourage interaction with the lesson content by incorporating a variety of learning/knowledge checks throughout the lesson and conclude with a scenario-based learning exercise. The course package must be optimized for delivery via NIPRNET to service members deployed to areas with limited bandwidth and heightened network security. The delivery media must include practicable instructions for use by an individual with limited technical expertise to deploy/configure the course package in a variety of commercial off the shelf (COTS) learning management systems (LMS) (e.g. Canvas, Blackboard Learn, Desire 2 Learn, etc.). Electronic delivery via a downloadable file from an internet resource is preferred. Physical delivery via optical disc media is acceptable. If physical media is used the offeror will submit 2 copies. Note: The lesson content of this course package will be evaluated for consistency with that of the content of the lesson in the form of a written lesson plan.

Subfactor 2: Personnel and Capabilities Management Plan

The offeror shall provide a management plan that describes its approach/process to ensure functional continuity and capability to address all requirements described in the PWS. At a minimum, the management plan shall describe the offeror’s:

• Key Personnel – Submit resumes for qualified personnel planned to fill positions designated as key personnel (PWS paragraphs 10.3 and 10.5.). Provide at least three Curriculum Vitae (CV) resume for viable Adjunct Instructor candidates who could credibly be expected to participate under this contract; one each in the following areas: Cross-Cultural Competence, Cross-Cultural Negotiations and Nuclear Deterrence. All resumes should be annotated to indicate those the Government can expect to fill positions and those which are merely representative of the kinds of personnel the vendor believes it can provide.).

• Approach and process to preventing gaps in functional activities that could result from personnel issues, such as retirements, resignations, illness, etc. to meet the minimum requirements at PWS paragraph 10.5.

• Experience and ability to provide niche LRECN and Counter proliferation/consequence management expertise (to include peer review expertise addressed in PWS paragraph 10.4.s. Peer Review, Academic Content Creation and Research Efforts) to research areas of interest per PWS paragraphs 6.9.2. Research Issues of Interest within five working days of the Government’s identifying a need for such expertise reference PWS paragraph 6.9. Research. In addition, the plan will address the offeror’s ability to provide research assistance oversight to students and faculty per PWS paragraph 6.9.4 & subparagraphs.

• Experience and ability to provide subject matter expertise with requisite education background to address requirements per PWS paragraph 6.10 Subject Matter Expertise and subparagraphs. The plan must include discussion of how it will provide one on-site faculty member with relevant LRECN expertise to develop course materials and educational products.

• Experience and ability to provide adjunct faculty with requisite education background to address requirements per PWS paragraph 6.14 Adjunct Faculty and subparagraphs. The plan must include discussion of how it will provide one faculty member with negotiation expertise and one faculty member with LRECN expertise to instruct, advise, and grade students in Master’s Degree-level coursework and provide negotiation research (on-site or off-site as required by the government) expertise during relevant active teaching periods (traditionally this has been during the fall semester).

• Experience and ability to provide language program and participant support per PWS paragraph 6.6. and subparagraphs. The plan must include a discussion of how the offeror will assist the Client with identifying language requirements and gaps in the language participant inventory (PWS paragraph 6.6.1.3); monitoring language test scores and other progress checks and advising Airmen of strategies and practices to help them meet program education and training expectations (PWS paragraph 6.6.1.4); placing participants in courses consistent with participants’ proficiency levels (PWS paragraph 6.6.4.3); and overseeing and guiding Airmen’s preparations for immersion travel (PWS paragraph 6.6.5 and subparagraphs).

• Experience and ability to provide LEADeR system and database management per PWS paragraph 6.7. and subparagraphs. The plan must include a discussion of how the offeror will code/modify software, develop test scripts, and implement testing protocols (PWS paragraph 6.7.1); facilitate upload of pertinent data from AF-level personnel data management systems (PWS paragraph 6.7.3); implement and maintain network security measures to safeguard the privacy and security of participant records in accordance with Air Force guidelines (PWS paragraph 6.7.4); and recommend changes to LEADeR and track / manage Client change requests in the interest of process improvement and utilization of the latest technologies (PWS paragraph 6.7.8).

Subfactor 3: Small Business Participation Plan: The offer shall provide a clear, detailed, logical and realistic small business participation plan for the base contract period and all option years which demonstrates adequate participation by small firms in terms of value of the total acquisition and adequate complexity and variety of work for small firms to perform. The offeror shall include names of firms, realistic commitment documents with such firms and a description of the requirement to be performed by the firms to include an estimated value of each subcontract. The offer shall include historical records that show compliance with corporate and individual contract subcontracting plans. Of the total amount the offeror plans to subcontract for this contract, minimum percentages shall be as follows:

21% to small business 5 % to Small Disadvantaged Business 5 % to Women-Owned Small Business 3 % to HUBZone Small Business 3 % to Serviced Disabled Veteran-Owned Small Business

(3) VOLUME III – FACTOR 2 - PAST PERFORMANCE PROPOSAL. Each offeror shall submit a Past Performance Volume with its proposal. The Past Performance volume shall be prepared in accordance with all instructions contained within this section. Only references for past efforts/contracts of relevance are desired.

(a) Volume Organization. The Past Performance volume shall be organized according to the following general outline:

(1) Table of Contents

(2) Glossary

(3) Summary

(4) Past Performance Information (PPI)

(5) Organization Structure Change History

(6) Subcontractor Letters of Consent

(7) Client Authorization Letters, See Attachment 5 – Sample Client Authorization Letter

(b) A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and subcontractor (nature of work and percentage of overall work).

(c) Organizational Structure Change History. Many companies have acquired, been acquired by, otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant present or past contracts. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a “roadmap” describing all such changes in the organization of the offering company. As part of this explanation, show how these changes impact the relevance of any efforts identified for the past performance evaluation. Since the Government intends to consider past and present performance information provided by other sources as well, the “roadmap” should be applicable to contracts the Government receives information on from other sources.

If applicable, describe the role of the Offeror and each subcontractor, teaming partner, and/or joint venture partner for whom the Offeror is required to provide Past Performance Information Sheets in accordance with paragraph e below.

(d) Quality and Satisfaction Rating of Contracts completed in the Past Three (3) Years: Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) that demonstrates customer satisfaction with overall job performance and/or quality of completed and/or ongoing contracts. 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. There is no required format for submission of this information.

(e) Performance Surveys/Questionnaires: Past Performance Questionnaires (PPQs) shall be used by the offeror in obtaining and providing past performance information. The government requires the offeror to send out a PPQ to each of the Points-of-Contact (POCs) identified in the Past Performance Information (paragraph (e) below).

The offeror shall send out the PPQ (Attachment 3), using the Past Performance Evaluation Cover Letter provided within same attachment, to each of their references.

THE RESPONSIBILITY TO SEND OUT THE PAST PERFORMANCE QUESTIONNAIRE RESTS SOLELY WITH THE OFFEROR.

Past Performance Questionnaire: For each of the five (5) submitted contracts found to have some relevance to the instant acquisition, the Past Performance Team will contact the points of contact identified in the PPQs. A telephone interview will be conducted utilizing the Present/Past Performance Questionnaire (Attachment 3). The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s).

(f) Past Performance Information (PPI): Utilizing the PPI Sheet (Attachment 2), submit information on no more than five (5) recent contracts the offeror considers most relevant in demonstrating the ability to perform the proposed effort. One (1) of the past performance references may be for a subcontractor, teaming partner, and/or joint venture partner that will perform major or critical aspects of the requirement (i.e., 25% or more of the work). Recent past performance information includes contracts performed and/or being performed for any customer within the last three (3) years from the issuance date of the solicitation, to include at least twelve (12) months of documented performance during the three (3) year period. Include rationale supporting your assertion of relevance and identify aspects of the contracts deemed relevant and how they relate to the proposed effort.

(g) If an offeror has no past performance history of relevance, the offeror must affirmatively state it possesses no past performance history of relevance.

(h) The evaluation of past performance information will take into account past performance regarding (i) predecessor companies, (ii) will take into account past performance of key personnel who have relevant experience, and/or (iii) will take into account past performance regarding subcontractor(s), teaming partner, and/or joint venture partner that will perform major or critical aspects of the requirement when such information is relevant to this acquisition. There is no required format for submission of this information.

(i) Specific Content: Offerors may include a discussion of efforts accomplished by the Offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to a Limited or No Confidence rating, since the problems encountered may have been on a more complex program or an Offeror may have subsequently demonstrated the ability to overcome the problems. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions, in terms of improvements achieved or problems rectified. This could result in a rating of Substantial or Satisfactory Confidence.

(j) Teaming Agreement: 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 same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past contracts of relevance.

(k) Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide with the proposal 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 (Attachment 4). If the subcontractor does not consent, include a statement to that effect.

(4) VOLUME IV – FACTOR 3 - PRICE PROPOSAL.

(a) Insert proposed unit and extended prices in Section B - Supplies or Services and Prices for each Contract Line Item Number (CLIN), X001 to X014). DO NOT PRICE CLINs X015 and X016; no price is required for CLINs X015 and X016 as they are Cost Reimbursable CLINs and will not be evaluated in the Total Evaluated Price (TEP). The extended amount must equal the unit price multiplied by the number of units. It is imperative that mathematical calculations are correct; particular care should be taken to ensure the amounts match when using the EXCEL program and the rounding of figures, limited to two decimal places.

(b) Extreme care should be exercised to ensure that no price data of any kind are included in any other Part of the proposal.

(c) Price Reasonableness. The source selection will be conducted with the expectation of adequate price competition for this acquisition per FAR 15.403-1(c)(1); therefore, certified cost or pricing data are not required per FAR 15.403-1(b)(1). If at any time during this competition the Contracting Officer determines that adequate price competition no longer exists or that price reasonableness cannot be determined, offerors may be required to submit additional certified cost or pricing data for the Contracting Officer to determine price reasonableness. A contract will not be awarded to a contractor whose price is not determined to be fair and reasonable.

(d) Point of Contact. The Contracting Officer (CO), Team Lead, and the Contract Specialist are the sole points of contact for this acquisition. Address any questions or concerns IN WRITING to the individuals listed below. The deadline for all questions, concerns and/or requests for clarification is 3:00 PM local Montgomery, AL time on 21 December 2020. The Government may not respond to submissions past the deadline. Contact information is as follows:

(e) Contract Award. The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

(f) Discrepancies. If an offeror believes these instructions contain errors, omissions or are unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale as well as remedies the offeror is asking the Contracting Officer to consider as related to the omission or error.

(End of Section)