ATTACHMENT 8 - Section L Instructions to Offerors and Proposal Preparations.pdf

SECTION L – INSTRUCTIONS TO OFFERORS

L-1 PROPOSAL PREPARATION

1.0 General Instructions: This section provides general guidance for preparing proposals, as well as specific instructions on the format and content of the proposal. Throughout this section, the term “offeror” means the prime contractor submitting the proposal. The offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. Any offeror who submits an incomplete package may be considered unacceptable. The offer shall be compliant with the requirements as stated in the Request for Proposal (RFP). A proposal that is sufficiently documented to support cost/price and technical requirements in a complete, orderly, and specific detailed manner will enable the Government to perform a thorough and fair evaluation. Non-compliance with the instructions and RFP may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award.

1.1 Type of Acquisition: This acquisition is a competitive Women-Owned Small Business Set-Aside.

For this acquisition, selection of the best value offeror(s) will be made using Lowest Priced Technically Acceptable (LPTA) procedures with the technical factor evaluated on an acceptable/unacceptable basis.

1.2 Discrepancies and Ambiguities: If an offeror believes the requirements in these instructions contain an error, omission, ambiguities, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale no later than 10 calendar days after the RFP release.

1.3 Mistakes: Mistakes in offeror’s proposal shall be handled in accordance with FAR 14.407-4 as referenced in FAR 15.508.

1.4 Pre-proposal Questions. All questions prior to proposal submittal must be submitted to the POC’s in paragraph 1.9 no later than 29 May 2020 by 10:00 a.m. (local San Antonio, TX).

1.5 Postponement of Proposal Closing Date: If a determination is made to postpone a proposal closing date, an announcement of the determination shall be posted to the Electronic Posting System (EPS) and, if practicable, before issuance of a formal RFP amendment otherwise communicated to prospective offerors.

1.6 Post-Award/Pre-Performance Conference: A post-award/pre-performance conference will be scheduled by the Contracting Officer (CO) and held prior to the commencement of any work at that installation under the awarded contract. The offeror or their duly authorized representative is required to attend the post-award/pre-performance conference.

1.7 Discussions: When discussions or requests for revised offers are not conducted or requested by the

Government, the prices identified in Schedule B shall be valid through the proposal acceptance period (SF 1442 Block 13D).

1.8 Contract Document: Sections K, L and M apply to the solicitation phase only; therefore, they will not be a physical part of the resulting contract.

1.9 Points of Contact (POC): The POC for this acquisition is Andrew S. Sorensen, Contracting Officer (CO), and Christopher Henry, Contracting Specialist (CS). Written requests for clarification may be sent to the CO/CS:

CHRISTOPHER HENRY ANDREW S. SORENSEN

christopher.henry.7@us.af.mil andrew.sorensen.1@us.af.mil

(210) 671-4849 (210) 671-0644

502 CONS/JBKAD 502 CONS/JBKAD

1655 Selfridge Ave, Bldg. 5450 1655 Selfridge Ave, Bldg. 5450 JBSA-Lackland, TX 78236 JBSA-Lackland, TX 78236

L-2 PROPOSAL PREPARATION INSTRUCTIONS

2.0 The proposal package must be completed and returned to the address in Block 7 of the SF 1442 addressed to the POC’s in Section 1.9, prior to the time set for closing of proposals, see Block 13A of the SF 1442.

2.1 To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Proposals must be complete, self-sufficient, and respond directly to the requirements of this solicitation. Alternate proposals will not be accepted. The response shall consist of two (2) separate volumes; Volume I – Executed Contract Documentation and Price Proposal, Volume II - Technical Proposal.

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

2.3 Format for proposal Volumes I and II shall be as follows:

2.3.1 USE OF USPS, UPS, FedEx or any other COMMERCIAL SYSTEMS TO TRANSMIT SOURCE SELECTION SENSITIVE INFORMATION: To facilitate review and evaluation for this source selection the Government proposes to transmit data via commercial systems.

Distributed material will be identified as source selection sensitive and distribution will be strictly limited to appropriate personnel, and shall be encrypted per AFFARS MP 5315.3 paragraph 1.4.2.2.3. Should any contractor object to their proprietary information being shared between source selection evaluators and advisors via commercial email as described above, please advise the either of the Contracting Specialists or the Contracting Officer using the contact information above.

2.3.2 HAND-CARRIED PROPOSALS NOTICE: Offerors are cautioned that Joint Base San

Antonio - Lackland (JBSA - LAK) has stringent visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass and be cleared by the Government point of contact to be visited prior to entrance. A request with at least 3 business days prior to entry must be received for an offeror to gain entrance onto JBSA - LAK. If within 3 business days prior to the proposal due date and time, offerors may try and schedule a time with the points of contact to pick up the proposal at the Visitor Center. It is possible the point of contact may not be available to clear offerors for entrance or pick up proposals, which may prohibit submission of hand-carried proposals; consequently, offerors electing to hand-carry their proposals for submittal just prior to closing time do so at their own risk.

2.3.3 The proposals will be on 8 1/2” x 11” paper, white or ivory stock. Charts, tables or diagrams may not exceed 11” x 17.”

2.3.4 A page is defined as one face of a sheet of paper containing information. This includes all appendices, charts, graphs, diagrams, tables, photographs, etc., unless placed on 11” x 17” sheets, in which case they will be counted as two pages. Covers for factors, tables of contents, indices, title pages, cross reference indices, and section dividers/tables will not be included in the page count if they are inserted solely to provide ease to the reader in locating factors/sections of the proposal. They will be counted if they contain any other information, (e.g. diagrams, extraneous data, etc.). Pages marked “This page intentionally left blank” will not be counted.

2.3.5 Type face shall not be less than 12 font, with 1” margins on all sides. Smaller, legible font size, no smaller than 6 point, may be used for charts and tables.

2.3.6 Elaborate formats, bindings or color presentations are not desired or required. Company Name and solicitation number shall be included in the header of each page. Each volume will be labeled with the following format: FA301620R0036, Volume I Executed Contract Documentation or Price Proposal and Volume II Technical Proposal. See Table Below for specific number of copies and pages, etc.

TITLE # OF COPIES MAXIMUM # OF

PAGES

Volume I: Executed Contract Documentation and Price Proposal

Original, 1 DVD or CD disk, and 1 paper copy.

No page limitation

Volume II: Technical Proposal Original, 1 DVD or CD disk, and 1 paper copy.

10 pages

2.3.7 Pages Counted. Each page shall be counted except for the following:

(a) Cover pages

(b) Table of Contents

(c) List of Figures

(d) Glossaries

(e) Tabs

(f) Dividers

(g) Blank pages

2.3.8 Electronic copies shall be searchable documents compatible with Adobe Reader 9 and/or

Microsoft 2007. The documents shall be delivered in a DVD or CD disk; no other electronic storage medium will be acceptable.

2.3.9 Proposal revisions shall conform to the requirements of this section and must be clearly marked to show the changes, on different color stock as directed by the Contracting Officer.

2.3.10 Documents submitted in response to this solicitation must be consistent with the following:

2.3.10.1 Requirements of the solicitation, and government standards and regulations pertaining to the specification.

2.3.10.2 Evaluation Factors for Award in Section M of this solicitation.

2.3.10.3 Any limitation on the number of proposal pages. Pages exceeding the page limitations set forth in this Section L will be removed from the proposal and not read or evaluated.

2.3.11 The estimated magnitude of construction for this project is between $1,000,000 and

$5,000,000.

3.0 SUBMIT THE FOLLOWING:

VOLUME I – EXECUTED CONTRACT DOCUMENTATION AND PRICE PROPOSAL

Tab 1 – SF 1442. Complete applicable blanks. In doing so, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through J. These sections constitute the model contract.

Tab 2 – Section B. Insert the proposed price to provide a complete and usable end product in accordance with the terms and conditions stated in this solicitation. Offerors who do not comply with this requirement shall be considered unacceptable and not eligible for award.

Tab 3 – Section C through J. Complete applicable blanks, the offeror shall submit only those pages that require a fill-in.

Tab 4 – Section K. Complete the representations, certifications, and acknowledgments. Section K shall be returned in its entirety.

Tab 5 – Acknowledgement receipt of all amendments issued to this solicitation in box 19, print name and title of authorized person to sign offer in box 20A, and signed box 20B and date box 20C on the SF 1442 to be submitted with this proposal.

Tab 6 – The offeror shall prepare the Construction Cost Estimate Breakdown (Attachment 7) detailing their individual cost elements, including but not limited to: materials, equipment, labor, overhead, profit, and bonds. The line item estimate shall include unit prices and quantities for each cost line element prepared and submitted in a format similar to RSMeans.

Price Factor: The Total Evaluated Price (TEP), which will be calculated by multiplying the quantities for CLIN 0001 by the CLIN's unit price to determine the total amount for CLIN0001. The same calculation process will be used for any subsequent CLINs, including those marked as option.

The total amount for CLIN0001 and all option CLINs will then be summed to equal the TEP.

VOLUME II -TECHNICAL PROPOSAL

Technical Proposal. Each Offeror shall submit a technical volume with its proposal IAW the format below. Offerors are cautioned that the Government will only use data provided by each Offeror in this volume in the technical evaluation. By your proposal submission, you are representing that you will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

Technical Factor. All the requirements specified in the solicitation are mandatory. The contractor shall address the proposed approach to meeting the minimum performance or capability requirements of each technical factor. Marketing presentations are not wanted and will not be evaluated. Hard and compelling evidence of capabilities is required to receive credit for the evaluation factor. Legibility, clarity, and coherence are very important. Offerors are strongly encouraged to provide as specifically as possible, the actual methodology to be used for accomplishing and satisfying the requirements.

Offerors must meet the standards for each sub-factor below in order to be rated “technically acceptable”. For the technical proposal to be rated as “Acceptable”, the technical factors and sub-factors must be rated acceptable. If any technical sub-factor is rated “Unacceptable,” the overall proposal will be rated as “Unacceptable.”

Tab 1 – Technical Sub-Factor 1: Proposed Schedule and Project Narrative.

Description: Provide a proposed schedule that captures the major elements of work described in the statement of work, deliverables, and specifications to complete the project at minimum within the allotted period of performance (or sooner) and any other scheduled timelines for deliverables. The project narrative shall provide additional details to milestones and clarification to the work or deliverables included in each of the major elements of work in the proposed schedule.

Tab 2 – Technical Sub-Factor 2: Redacted Project Line Item Estimate.

Description: Provide a redacted copy of the line item estimate submitted in the pricing volume. The line item estimate shall include quantities and be redacted to exclude cost elements such as unit prices and total costs for labor or materials, overhead, profit, bonds, and company name(s) / logo(s).

(End of instructions)

SECTION M – EVALUATION FACTORS FOR AWARD

1.0 SOURCE SELECTION

1.1. Basis for Contract Award

This is a Lowest Price Technically Acceptable (LPTA) source selection conducted in accordance with Federal Acquisition Regulation (FAR) 15, Contracting by Negotiation, as supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS), the Air Force Federal Acquisition Regulation Supplement (AFFARS), and DoD Source Selection Procedures. These regulations are available electronically at the Air Force (AF) FAR Site, http://farsite.hill.af.mil.

The solicitation requirements include all stated terms, conditions, representations, certifications, and all other information required by this solicitation. Unless specifically identified in your proposal, by submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in a proposal being determined ineligible for award.

1.2. Number of Contracts to be Awarded

The Government intends to award one contract for this competitive acquisition. Award will be made to the technically acceptable Offeror with lowest evaluated price who is deemed responsible in accordance with FAR 9.104 and whose proposal conforms to the solicitation requirements.

1.3. Discussions

The Government intends to award without discussions; therefore, offerors should submit proposals that represent their best efforts. If, during the evaluation period, it is determined to be in the best interest of the Government to hold discussions, offeror responses to Evaluation Notices (ENs) and the Final Proposal Revision (FPR) will be considered in making the source selection decision. In the event discussions are to be conducted, the competitive range will be established IAW FAR 15.306(c).

1.4. Solicitation Requirements, Terms and Conditions

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as factors. Failure to comply with the solicitation’s instructions, or terms and conditions may result in the proposal not being evaluated for price or non-price factors; and may result in the offeror being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and must provide complete supporting rationale. The Government reserves the right to determine any such exceptions unacceptable.

1.5. Evaluation Process

Only offers that complied with all the solicitation requirements and instructions will then be evaluated in order starting with lowest offer based on initial assessment of Total Evaluated Price (TEP), followed by a full evaluation of technical acceptability of at minimum the lowest three TEP proposals. If the Government receives three (3) or fewer initial proposals all proposals will be evaluated for Technical Acceptability. A price analysis will be conducted on the lowest priced technically acceptable proposal to determine price reasonableness. Award will be made to the lowest TEP proposal meeting the technical acceptability standards (contingent contractor’s responsibility determination). If award is to be made without discussion the evaluation factors and process to be used is listed below.

2.0 M-2 EVALUATION FACTORS

2.1 Evaluation Factors.

In evaluating proposals, the Government will select the proposal that is the lowest-priced, technically acceptable offer to the Government. The Government will evaluate proposals for technical acceptability, but will not rank the proposals by the non-price factors. To arrive at an award decision, each offer will be assessed in accordance with the following evaluation factors for the contract:

Factor 1: Price Factor 2: Technical

Offerors are advised that their initial submission should be their best effort. Only technically acceptable proposals, either initially or as a result of discussions, are eligible for award. If award is made without discussions; proposal revisions will not be permitted. The Government will evaluate the proposals selected above for technical acceptability on an Acceptable/Unacceptable basis. For the technical proposal to be rated as “Acceptable”, the technical factor(s) and sub-factor(s) must be rated acceptable. If any technical sub-factor is rated “Unacceptable,” the overall proposal will be rated as “Unacceptable.”

2.2 Price Evaluation: The evaluated price shall be the total price proposed by the offeror in Section

B as supplemented by the Cost Estimation Breakdown. Proposals will then be ranked from lowest to highest based on evaluated price. 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, however, during this competition the CO determines that adequate price competition no longer exists or if 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 CO to determine price reasonableness.

2.3 Price Factor: Prices will be evaluated based on the Total Evaluated Price (TEP), which will be calculated by multiplying the quantities for CLIN 0001 by the CLIN’s unit price to determine the total amount for CLIN0001. The same calculation process will be used for any subsequent CLINs, including those marked as option. The total amount for CLIN0001 and all option CLINs will then be summed to equal the TEP. The TEP will be established on all proposals which will then be ranked from lowest to highest price.

The Government will conduct a Price Analysis on the lowest priced technically acceptable offer using one or more of the techniques defined in FAR 15.404-1, to determine if it is reasonable and balanced. Unbalanced pricing exists when, despite an acceptable TEP, the price of one or more contract line items or sub line items appears to be significantly overstated or understated as indicated by the application of price analysis techniques. An offeror’s proposal may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

2.4 Technical Evaluation: If the Government receives three (3) or more initial proposals the

Government will only select the three (3) lowest priced proposals and then evaluate them for Technical Acceptability. The Government reserves the right to evaluate additional proposals for technical acceptability if in the Government’s best interest. If additional proposals are evaluated for technical acceptability they will be selected in the order of total evaluated price. Technical evaluations will continue until the lowest priced technically acceptable proposal is identified.

The Government, at its discretion, may continue technical evaluations until the Contracting Officer determines that a sufficient number of technically acceptable proposals have been identified to permit determination of price fair and reasonable based on adequate price competition.

2.5 Technical Factor: For the purposes of technical evaluation, the term “offeror” will include any proposed teaming arrangements. The Government’s technical evaluation team shall evaluate the technical proposals on an acceptable or unacceptable basis, assigning one of the ratings described below for each factor. For the technical proposal to be rated as “Acceptable”, all technical factors and sub factors must be rated acceptable. If any technical factor or sub factor is rated “Unacceptable” the overall proposal will be rated as “Unacceptable”. Only those proposals determined to be technically acceptable, either initially or as a result of discussions, will be considered for award. However, the offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

The technical proposal will be evaluated for the following technical factors and subfactors:

Technical Sub-Factor 1: Proposed Schedule and Project Narrative.

Description: Provide a proposed schedule that captures the major elements of work described in the statement of work, deliverables, and specifications to meet any other scheduled timelines for deliverables and complete the project at minimum within the allotted period of performance (or sooner). The project narrative shall provide additional details to milestones and clarification to the work or deliverables included in each of the major elements of work in the proposed schedule.

The standard has been met when: The offeror demonstrates a sound, comprehensive, realistic, effective, and efficient project schedule with narrative that captures all SOW requirements and execution timelines. The offeror must provide a schedule that illustrates and displays project completion of all major elements of work and timelines for each element of work using a graphical or tabular representation (e.g. MS Project, AF IMT 3064, or Gantt chart). The project schedule and narrative shall be redacted to remove all company names, logos, and personnel names.

Technical Sub-Factor 2: Redacted Project Line Item Estimate.

Description: Provide a redacted copy of the line item estimate submitted in the pricing volume.

The line item estimate shall include quantities and be redacted to exclude cost elements such as unit prices and total costs for labor or materials, overhead, profit, bonds, and company name(s)/logo(s).

The standard has been met when: The offeror provides a copy of the line item estimate from volume I detailing their individual project elements, including but not limited to: materials, TECHNICAL RATINGS

Adjectival Rating Description

Acceptable Proposal meets the requirements of the solicitation.

Unacceptable Proposal does not meet the requirements of the solicitation.

equipment, and labor redacted for any costs; and the quantities and units proposed are considered reasonable and acceptable for successful completion of the project. The line item estimate shall be redacted to remove all pricing information (unit, extended amounts, overhead, profit, etc.), company names, logos, and personnel names.

2.6 Discussions: If discussions are to be conducted, the Government will establish a competitive range based on the ratings of each proposal against all evaluation criteria in the solicitation. The competitive range will consist of the most highly rated offerors based on evaluation of all offers against all factors. The Government reserves the right to further limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals. Prior to the establishment of the competitive range, and after the decision to conduct discussions has been made, the Government may enter into limited communications with offerors whose inclusion or exclusion from the competitive range is uncertain. These communications are limited in accordance with FAR 15.306(b)(1).

The Government will only enter discussions with those offerors determined to be in the competitive range. At the conclusion of discussions, each offeror still within the competitive range shall be given an opportunity to submit a Final Proposal Revision (FPR) by a common cutoff date and time as established by the contracting officer. If, after discussions have begun the Government determines that an offeror’s proposal should no longer be included in the competitive range, the proposal will be eliminated from consideration for award. This may occur at any time even if all material issues have not been discussed or if the offeror has not yet been afforded the opportunity to submit a proposal revision. Written notice of exclusion from the competitive range will be provided to unsuccessful offerors.

(End of Evaluation)