Attachment 8 - Section L - Instructions_Conditions_and Notices to Offerors.pdf

Controlled Unclassified Information (CUI)

FA3002-21-R-0024, Candidate Development Support Services (CDSS) III Section J - Attachment 8

SECTION L - INSTRUCTIONS, CONDITIONS, and NOTICES to OFFERORS

L. PROPOSAL PREPERATION INSTRUCTIONS

L.1. GENERAL INFORMATION

L.1.1. To assure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in a proposal being ineligible for award. The response shall consist of four (4) separate volumes;

Volume I –Past Performance, Volume II – Technical Capability, Volume III – Price, and Volume IV – Other Contracting Considerations.

L.1.2 This requirement will be competed as a non-commercial Total Small Business Set-Aside under NAICS Code 621999. Proposals received from contractors that are not small business Offerors will not be considered.

L.1.3. IAW FAR Subpart 4.803(a)(10), the Government will retain electronically submitted proposals.

L.1.4. Government Point of Contact (POC). Exchanges of source selection information between Government and Offerors will be controlled by the Procuring Contracting Officer (PCO) and Contract Specialist (CS). Offerors are responsible for ensuring receipt of any communication by the designated officials. Verification of receipt of communications will be done via email.

Questions and written requests for clarification shall be done via email only to both Point of Contacts (POCs). POCs are:

Capt Daniel Carrillo Procuring Contracting Officer (PCO) E-mail: daniel.carrillo.4@us.af.mil Telephone: 210-652-7860

L.1.5. Minimum Proposal Acceptance Period. The term “acceptance period,” as used in this provision, means the time period available to the Government to award a contract from the date specified in this solicitation for receipt of proposals. The Government requires a minimum acceptance period of 90 calendar days from the date of receipt of offers. In the space provided on the front page, block 12, of the SF 33 Offerors shall insert the number of days (not less than the 90 days specified above) the proposal is valid. Offerors may specify a longer acceptance period than the Government's minimum requirement.

L.1.6. Potential Errors. If an Offeror believes requirements in these instructions contain an error, omission, or are unsound or ambiguous, the Offeror shall immediately notify the PCO in writing via email with supporting rationale.

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%204_8.html mailto:daniel.carrillo.4@us.af.mil

L.1.7. Non-Government Advisors will not be utilized during this source selection.

L.1.8. Electronic Reference Documents. All referenced documents for this solicitation are available on the SAM.gov website at https://sam.gov. Potential Offerors are encouraged to subscribe for e-mail notifications to be updated when information has been posted to the website for this solicitation.

L.1.9. Proposal Submission Instructions. Electronic submission of proposals only. Proposals must be submitted by email to the Government POCs (L.1.4.) in the electronic format specified in L.2.2.

L.2. SPECIFIC INSTRUCTIONS. Electronic submission shall include a letter, signed at the vice-president or equivalent, authorizing POC(s) to bind your company to the resulting contract.

The letter shall include the name, title and telephone number of the corporate POC(s) possessing authority to contractually negotiate on behalf of and obligate the Offeror.

L.2.1. Proposal Organization. The Offeror shall organize the proposal as set forth in the Proposal Organization table below. The titles, contents of the volumes, page limits and number of copies shall be as follows:

PROPOSAL ORGANIZATION

VOLUME TITLE PAGE LIMIT DUE DATE

I Past Performance See L.3.2.

20 Days after Solicitation Issue Date

II Technical Capability 25 Pages 30 Days after Solicitation Issue Date

III Price As Required 30 Days after Solicitation Issue Date

IV Other Contracting Considerations As Required

30 Days after Solicitation Issue Date

L.2.2. Proposal Format. The following format restrictions shall apply to Offeror’s Initial Proposal:

a. All volumes shall be developed in Microsoft Word and Excel (version Office 2010 or higher – may be converted to PDF). No other file formats will be considered. Do not use file compression utilities (such as WinZIP, WinRAR, 7-Zip, or others) for submission.

b. Pages shall be 8.5 by 11 inches, not including tables, charts, graphs and figures (See L.2.6.);

c. Text size shall be no smaller than Microsoft Word, Times New Roman, 12 point, uncompressed font. Text size for any tables, charts, graphs or figures shall be no smaller than 10 point font.

d. Line spacing shall be single spaced, with a minimum of one inch margins on all sides.

Proprietary statements, security markings, and page numbers may fall within the defined margin area.

e. Pages shall be dated and numbered sequentially by volume.

f. A cover sheet should be included in each volume, clearly marked as to volume number, title, solicitation identification, and the Offeror's name.

g. Electronic copies must be provided via E-mail to the Government POCs identified in L.1.4.

IAW Block 9 of the SF33. Proposals must be received in the POCs’ inbox by the date and time specified in Block 9 (NOTE: Email is not instantaneous. Allow sufficient time when submitting proposals to pass any potential firewalls. Waiting until the deadline increases the risk of late receipt of proposals). Any proposal received after the exact time specified for receipt of proposals is late and will not considered.

h. Elaborate format and color representations are not desirable.

L.2.3. Page Limitations. Compliance with page count limits will be verified. If exceeded, pages above the limitations will not be read or evaluated, instead, such additional pages will be deleted/removed from the proposal. The specified page limits for EN responses will be identified in the letters when forwarding the ENs to the Offeror(s).

L.2.4. Pages Counted. Each page shall be counted except the following:

1) Quality Control Plan;

2) Organizational Structure/Change History;

3) Cover pages;

4) Title pages;

5) Table of contents;

6) Lists of tables and drawings;

7) Glossaries of all abbreviations and acronyms;

8) Cross-reference matrix; and

9) Blank pages.

L.2.5. Indexing. Each volume shall contain a table of contents to delineate the subparagraphs within that volume.

L.2.6. Legible tables, charts, graphs and figures may be used wherever practical. These displays shall be uncomplicated. For tables, charts, graphs and figures, the font shall be no smaller than 10 font size, Times New Roman.

L.2.7. Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, and an explanation for each.

L.3. VOLUME I – PAST PERFORMANCE (FACTOR I)

L.3.1. General Information. Each Offeror shall submit a past performance volume with its proposal. The past performance volume shall be prepared IAW all instructions contained within this Section L. Each Offeror’s proposal will be evaluated IAW the evaluation criteria in Section M.4. Volume I shall contain the following:

L.3.2. Volume Organization. The past performance volume shall be organized according to the following general outline:

1) Table of Contents

2) Summary Page

3) Past Performance Information Sheets (PPIS)

4) Specific Content

5) Subcontractor Letters of Consent

6) Client Authorization Letters

L.3.2.1. Table of Contents. The table of contents should provide a list of titles for contents of the past performance volume in the order in which they appear.

L.3.2.2. Summary Page. Describe the role of the Offeror and each subcontractor, teaming partner, and/or joint venture partner. Past Performance Information is required for the Offeror and all subcontractors, teaming partners, and/or joint venture partners that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and data obtained from other sources in the evaluation of past performance. The Table of Contents and Summary Page(s) shall not exceed five (5) pages combined.

L.3.2.3. Past Performance Information Sheet (PPIS). Each Offeror shall complete and submit, as part of their proposal, Past Performance Information (PPI) on no more than four contracts/efforts total that the Offeror considers most recent and relevant to this acquisition, demonstrating your ability to perform the proposed effort. At a minimum, one of the submitted past performance contracts/efforts referenced must be as the prime contractor. At a maximum, two of the past performance references may be for subcontractor, teaming partner, and/or joint venture partners.

Recency is defined as ongoing contracts or those completed within five years of the date of issuance of the solicitation, to include at least one year of documented performance during the five-year period. Include rationale supporting the Offeror’s assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining relevancy, reference Section M.4.3. The following may be provided as part of the PPIS: Quality and satisfaction rating for contracts completed in the past five years, e.g. letters, metrics, customer surveys, independent surveys, etc., which demonstrates customer satisfaction with overall job performance and quality for relevant contracts. The PPIS for each contract, including letters, metrics, customer surveys, independent surveys, etc., is limited to five (5) pages total. The

Government may collect additional references from other sources during the evaluation of past performance.

L.3.2.4. Specific Content. The Offeror is required to explain what aspects of the past/current contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they relate. To facilitate this relevancy determination, include within the past performance volume a "roadmap" describing any such changes in the organization of your company that may be relevant. The Offeror 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 “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 encountered. 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. For example, submittal of quality performance indicators or other management indicators that clearly support that an Offeror has overcome past problems.

L.3.2.5. Subcontractor Letters of Consent. Past performance information pertaining to a subcontractor cannot be disclosed to the prime Offeror without the subcontractor’s consent.

Proposals must include a Subcontractor Consent Letter (Section J, Attachment 2) executed by each subcontractor, teaming partner, and/or joint venture partner, that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

L.3.2.6. Client Authorization Letters. If applicable, Offerors must also include Client Authorization Letters (Section J, Attachment 3) for each identified effort performed for a commercial customer, authorizing release to the Government of requested information on the Offeror’s performance.

L.3.3. Past Performance Questionnaires (PPQ). The Government will evaluate the quality and extent of the Offeror’s performance deemed recent and relevant to the requirements of this RFP.

The Government will use information submitted by the Offeror and other sources such as other Federal Government offices and commercial sources, to assess performance. Offerors shall send the questionnaire (Section J, Attachment 4) to references on no more than three contracts identified in their PPISs. The completed questionnaires are requested to be received no later than 30 calendar days after issuance of this solicitation. The responsibility to send out the PPQs and ensure receipt by the Government rests solely with the Offeror. Ensure the POC provided is available and knowledgeable of the service provided under that contract in order to facilitate efficient follow ups as deemed necessary. Completed PPQs shall be sent by the reference directly to the Government POCs identified in the PPQ form. It is highly recommended that Section 1 of the PPQ be pre-filled by the Offeror prior to sending to respondent. Once submitted, the information contained therein shall be considered source selection sensitive and shall not be released to the Offeror.

L.4. VOLUME II – TECHNICAL CAPABILITY (FACTOR II)

L.4.1. General Information. The following information shall be provided in the written technical proposal and will be evaluated by the Government’s Technical Evaluation Team to assess a technical rating of Acceptable or Unacceptable, reference Section M.5. Technical Capability. 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 Performance Work Statement (PWS). The Government reserves the right to incorporate all or parts of the Offeror’s proposal into the resulting contract.

L.4.1.1. In the technical volume, address your technical solution for meeting the Government’s minimum performance or capability requirements of each technical subfactor. PWS references provided are for reference and may not constitute every section of the PWS, or its appendices, in which a subfactor may be applicable.

L.4.2. Volume Organization: The technical volume shall be organized according to the following general outline:

(1) Table of Contents

(2) Glossary/Acronym Abbreviations List

(3) Cross Reference Matrix

(4) Subfactor One (Phase-In/Phase-Out Plan)

(5) Subfactor Two (Quality Control Plan)

L.4.2.1. Table of Contents. The table of contents should provide a list of titles for contents of the technical volume organized in the order in which they appear.

L.4.2.2. Glossary/Acronym Abbreviation List. Provide a glossary for a list of terms or abbreviations with accompanying definitions, if necessary, in order to explain or define difficult or unusual words, terms and expressions.

L.4.2.3. Cross Reference Matrix. Cross-referencing is permitted where its use would conserve space without impairing clarity. The Offeror shall provide a Solicitation Cross Reference Matrix indicating by Section L, PWS, paragraph number, the corresponding proposal paragraph in that section which addresses the referenced item. The matrix shall be added to the Table of Contents.

Information required for proposal evaluation which is not found or referenced in its designated volume, and is not indicated on the cross-reference matrix, will be assumed to have been omitted from the proposal.

L.4.2.4. Subfactor 1 – Phase-In/Phase-Out Plan: This subfactor assesses the Offeror’s phase-in/phase-out plan. The Offeror shall provide a detailed phase-in/phase-out plan which includes a timeline and methodology detailing the Offerors process for recruiting, hiring, training, and certifying required personnel IAW PWS Section 7, Personnel Qualifications within the 60 day phase-in/phase-out period to ensure Offeror is ready to start full performance. The Phase-In/Phase- Out Plan will be incorporated into the resultant contract. The Offeror shall:

L.4.2.4.1. Provide a detailed approach that thoroughly outlines critical elements to ensure a successful transition between contractor’s during phase in and out that details timelines, processes and strategies: including but not limited to: personnel recruiting, qualifying, training, and certifying during the 60 calendar day phase-in/phase-out period that results in sufficient numbers of fully qualified employees on location; including graphical time-line that addresses start and completion of each event (e.g., interviewing, hiring, human resource actions, training, and start work dates).

L.4.2.5. Subfactor 2 – Quality Control Plan: This subfactor assesses the Offeror’s approaches and processes to effectively measure, track, analyze, report, and implement corrective actions at the sites specified in the RFP. The Quality Control Plan submitted in response to this subfactor shall address performance standards, control of information. The Offeror shall:

L.4.2.5.1. Present a Quality Control Plan for your organization, including lines of authority, and provide a plan that will successfully evaluate compliance, find and document problems, and monitor corrective actions ensuring successful and timely problem resolution. Explain how recurring problems will be prevented.

L.4.2.5.2. Describe a system for recording, computing/assessing performance measurement data, and monitoring corrective actions to ensure successful and timely problem resolution.

L.4.2.5.3. Describe the documents and records your company will develop, maintain, and utilize as part of the Quality Control Plan.

L.4.2.5.4. Describe the method for gathering information, evaluating performance based on the requirements of the PWS, and reporting the results to the Government.

L.5. VOLUME III – PRICE (FACTOR III)

L.5.1. General Information. Each Offeror shall submit a Price volume with its proposal. The price volume shall be prepared IAW all instructions contained within this Section L. Each Offeror’s Price proposal will be evaluated IAW the evaluation criteria in Section M.6. Compliance with these requirements is mandatory and failure to comply may render the proposal non-responsive. Proposals shall include all Microsoft Excel files with all cell formulas viewable.

L.5.2. Price Reasonableness. The source selection will be conducted with the expectation of adequate price competition 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 PCO determines that adequate price competition no longer exists or that price reasonableness cannot be determined, Offerors may be required to submit certified cost or pricing data or additional data other than certified cost or pricing data, as appropriate, for the PCO to determine price reasonableness. The proposed prices shall be based on the Offeror’s own technical approach submitted in the Technical Proposal (Volume I) and the Government’s PWS requirements.

Unbalanced Pricing may pose an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal IAW FAR 15.404-1(g) – Unbalanced Pricing. Offers should be sufficiently detailed to demonstrate reasonableness and balance.

L.5.3. Volume Organization. The Price volume shall be organized according to the following general outline:

(1) Table of Contents

(2) Summary Page

(3) Glossary/Acronym Abbreviation List

(4) Price Data (Section B on SF33)

(5) Price Proposal Spreadsheet (Section J Attachment 5)

L.5.3.1. Table of Contents. The table of contents should provide a list of titles for the contents of the price volume organized in the order in which they appear.

L.5.3.2. Summary Page. The summary page shall provide an overview of the overall pricing that clearly demonstrates the total price of the proposal for the aggregate of all Firm-Fixed-Price (FFP) and Cost-reimbursable Contract Line Item Numbers (CLINs) for all Pricing Periods.

L.5.3.3. Glossary/Acronym Abbreviation List. Provide a glossary for a list of terms or abbreviations with accompanying definitions, if necessary, in order to explain or define difficult or unusual words, terms and expressions.

L.5.3.4. Price Data. The Offeror shall utilize the Price Proposal Spreadsheet attached to this solicitation (Attachment 5). The Price Proposal will be used to calculate the Offerors Total Evaluated Price (TEP) for all Pricing Periods of the 1-year Base and four (4) Option Years. The total extended price for all FFP CLINs must equal, to the dollar, the unit price multiplied by the quantity of units. The TEP will be determined by multiplying the quantities identified by the proposed unit price for each FFP CLIN and totaling all CLINs. The TEP will be the sole basis for evaluating price for contract award decision purposes. The proposed prices in Section J, Attachment 5, must be based on the Offeror’s own technical approach submitted in the Technical Proposal and the Government’s PWS requirements as set forth herein.

L.5.3.4.1. Data beyond that required by this instruction shall not be submitted, unless it is essential to document or support the Offeror’s price position. All data relating to the proposed price, including all required supporting documentation, must be included in the Price volume (Volume III). Under no circumstances shall this data and documentation be included elsewhere in the proposal.

L.5.3.5. Price Proposal Spreadsheet Instructions. The Offeror shall input Unit Prices IAW instructions located within the Price Proposal. The Offeror shall not complete pricing information in Section B. Proposed prices must be based on Service Contract Labor Standard Wage

Determination(s) (WDs) IAW FAR 52.222-41. The WDs listed in Section J, Attachment 7 of this solicitation can be found at www.sam.gov/content/home. The Offeror is responsible for providing labor classifications from the WD, if any, that will be used to perform the requirements of the PWS. If a classification is considered necessary by the Offeror for performance of the work; and is not listed on the applicable WD; and after evaluation of proposals the Offeror is considered the apparent awardee, the Offeror must initiate a request for approval of an additional classification along with the proposed wage and benefit rates for that classification IAW the guidelines identified at www.sam.gov/content/home.

L.6. VOLUME IV – OTHER CONTRACTING CONSIDERATIONS:

L.6.1. General Information. Submit an Other Contracting Considerations Volume prepared IAW all instructions contained within this Section L. There will be no evaluation criteria for this Volume.

L.6.2. Volume Organization. Other Contracting Considerations volume shall be organized according to the following general outline:

(1) Contract Forms

(2) Table of Contents

(3) SF 33 (Minus Schedule B – Schedule B will be submitted with Volume III – Price)

(4) Clause fill-ins in Section I through K

(5) Contact Information and Signatory Authority to Contractually Bind Offeror (letter to be signed at VP level or above)

(6) Responsibility Determination Information

(7) Teaming Arrangements and/or Letters of Intent

(8) Exceptions to Terms and Conditions

L.6.2.1. Other Contracting Considerations (Contract Forms). For this section, Offerors shall include the name, office phone (and, if applicable, cell phone number), and e-mail address for the proposals point of contact(s) (POC).

L.6.2.2. Table of Contents. The table of contents should provide a list of titles for contents of the other contracting considerations volume organized in the order in which they appear.

L.6.2.3. Standard Form 33 (SF 33). SF 33, Blocks 13 – 18 of the RFP Section A: In completing these blocks, the Offeror accedes to the contract terms and conditions as written in RFP Sections A through K. These sections constitute the model contract. Include in your electronic submission the original signed (“wet” signature) copy of the RFP. Signature by the Offeror of the SF 33 constitutes an offer, which the Government may accept.

L.6.2.4. Clause fill-ins in Section I through K. Offerors must complete all necessary clause fill-ins in Sections I through K. Ensure compliance with RFP requirements if using the annual representations and certifications electronically via the System for Award Management website at http://www.sam.gov/content/home https://sam.gov. Ensure the Tax Identification Number (TIN) is loaded in SAM or provided for in the proposal submission. If the PCO is unable to access/retrieve an Offeror’s annual representations and certifications, that Offeror may, upon request by the PCO, 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.

L.6.2.5. Contact Information and Signatory Authority to Contractually Bind Offeror. 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.

L.6.2.6. Responsibility Determination and Supporting Documentation. To assist in determining contractor responsibility IAW FAR 9.104-3(a), the Offeror shall:

L.6.2.6.1. Explain how they plan to maintain adequate financial resources for a contract of this magnitude and length;

L.6.2.6.2. Address a fiscal plan for covering phase-in/phase-out, unexpected or emergency situations, and initial performance costs prior to recoupment in the form of monthly invoice payments;

L.6.2.6.3. Provide last completed financial statements for one fiscal year and year-to-date financial information through the last quarter available. The year-end financial statements must be certified by an independent accounting firm.

L.6.2.6.4. 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 signed and dated letter from the external source.

L.6.2.6.5. IAW FAR 9.104-5, the Offeror is required to comply with the submission regarding FAR 52.209-5, Certification Regarding Responsibility Matters found in Section K of this RFP (within FAR clause 52.204-8(c)(1)(vii)). Since it is the Government’s intent to make award without discussions IAW FAR 52.215-1(f)(4), 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.

L.6.2.7. Teaming Arrangements and/or Letters of Intent. If a teaming arrangement is contemplated, provide complete, verifiable information detailing the arrangement, to include any relevant and recent information on previous teaming arrangements with same partner. Submit https://sam.gov/ information relative to the formation, organization and operation of the business unit. Additional information that should be submitted shall include cost and revenue sharing agreements and any other information which describes the business arrangement. Disclose existing or planned agreements between and among the principals, each company’s responsibility for financial management of the venture, and the business systems contemplated for use by the entity and their location.

L.6.2.8. Exceptions to Terms and Conditions.

Exceptions taken to terms and conditions of the RFP, to any of its formal attachments, or to other parts of the solicitation shall be identified. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. This information shall be provided in the Solicitation Exceptions format below. Note, any exceptions taken to the contract’s proposed terms and conditions may deem the Offeror’s proposal non-responsive.

Solicitation Document Paragraph/Page Requirements/Portion Rationale e.g. PWS Applicable Paragraph

Identify the Requirement Justification