Attachment B_Instruction to Offerors_20240927.docx

Attachment B Instructions to Offerors Construction Surveillance Technician (CST Services)

REQUEST FOR PROPOSAL(RFP)

RFP - 19AQMM24Q0148

GENERAL INFORMATION TO OFFERORS

The U.S. Department of State’s (DOS), Bureau of Diplomatic Security (DS) in coordination with the Office of Acquisitions Management (AQM) is issuing this competitive Request for Proposal (RFP) as an 8(a) set aside for the purpose of awarding a single Indefinite-Delivery Indefinite-Quantity (IDIQ). This acquisition will be conducted using FAR Subpart 16.5 Indefinite-Delivery Contracts under the Federal Acquisition Regulations.

This RFP is a total set aside for 8(a) socio-economic concerns. Only proposals submitted by 8(a) concerns will be considered for award.

The IDIQ scope is for Construction Surveillance Technician Detection Services with a purpose of ensuring the security and integrity of a construction site, controlled access area, and materials scheduled for use or inclusion in a controlled area.

The anticipated IDIQ ordering period is up to five (5) years. The IDIQ will be comprised of a one (1) year Base Period and four (4) one year Option Periods to be exercised at the sole discretion of the Government.

Award is anticipated on or about November 06, 2024. Performance will begin November 30, 2024.

A. Submission Instructions

1. Cover Page – Volume I, I, & III The cover letter shall include the following information:

(a) RFP Number

(b) Company Name, mailing address, and website address

(c) Subcontractor Name(s), If Applicable

(d) Unique Entity Identifier (UEI) in the System for Award Management (SAM.gov)

(e) Date submitted

(f) Provide a one-page executive summary of each volume.

(g) List any exceptions taken to any of the terms and conditions.

(h) Primary Point of Contact, Phone and Email address

(i) Acknowledgement by signing SF 1449 and any amendments

2. PROPOSAL FORMAT – Volume I & II The format of the proposal volumes shall be as follows:

(a) Proposal shall be formatted for 8½ x 11-inch paper

(b) A page is defined as one side of an 8 ½ by 11-inch sheet of paper

(c) Text shall be printed using a Times New Roman or Arial font, size no less than 12-point font

(d) Page margins (exclusive of headers and footers) shall be a minimum of 1 inch top, bottom, and each side. Columns shall not be used as they are difficult to read electronically.

(e) Footnotes, legends, or labels associated with tables or diagrams, and other information that are ancillary to the main text, may be presented in a font size smaller than 12-point font---provided that any such smaller font is fully legible

(f) Cover page, cover letters title pages, divider pages, tables of contents, and resumes are not included in the page limits

(g) Acceptable formats are searchable PDF, Word, and Excel.

Volume 2 – Price Proposal

DO NOT INCLUDE PRICE INFORMATION IN VOLUME I.

DO NOT COMBINE VOLUMES I AND II – VOLUMES MUST BE SEPARATE

Cross-Referencing To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity. If cross-referencing is used, the Offeror shall indicate the specification paragraph number, and/or the corresponding proposal paragraph in that section which addresses the referenced item.

3. Delivery Instructions:

Offers shall be delivered electronically via email to Contracting Officer, Wendy Bibb at BibbWG@state.gov and Contract Specialist, Consuella Hopkins at HopkinsCC@state.gov no later than the proposal due date/time specified in Block 8 of the Page 1 of this RFP.

The DOS shall not be responsible for searching for or the loss of any quote package.

4. Due Date and Time:

Proposals are due no later than 4:30 pm Eastern Standard Time, on Wednesday, October 16, 2024.

Omission of any information from the proposal submission requirements may result in rejection of the offer.

Offerors that fail to provide information in the format requested may be found unacceptable and may be rejected without further consideration if the Contracting Officer determines that a significant revision or addendum to the Offeror’s proposal would be required to permit further evaluation, and especially if the incompleteness of the proposal or errant formatting of the proposal appears to be due from a lack of diligence or competence.

The Offeror agrees to hold the prices in its quote firm for 120 days.

The Government is not liable for any expenses incurred by the Offerors in developing and submitting proposals for this solicitation.

4. PROPOSAL CONTENT AND CONFIGURATION:

Volume I – Technical Proposal This volume shall consist of two parts and shall not exceed 50 pages. Any resumes submitted shall be limited to two pages in length and are not included in the page total. No cost/price data shall be included in any part of Volume I.

4.1 Volume Organization

The Technical Volume shall be organized according to the following general outline.

1. Table of Contents

1. List of Tables and Drawings (as needed)

1. Glossary (as needed)

1. Cross Reference Matrix

1. Factor 1: Compensation and Retention Plan

1. Factor 2: Management Plan/Corporate Resources

1. Factor 3: Past Performance

4.2 General

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the Technical Factors in the Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/ satisfying these factors. All the requirements specified in the solicitation are mandatory.

4.3 Format and Specific Content

The Technical Volume shall be arranged per the outline in section 4.1. If the Offeror considers any section not applicable to their proposal, they must still utilize the same outline, and must state in the section that it is not considered applicable to their proposal.

4.3.1 Technical

In the Technical Volume, include your technical solution for meeting the Government’s minimum requirements of each technical factor.

Factor 1: Compensation and Retention Plan

The Offeror shall submit a comprehensive Compensation and Retention Plan that addresses the following elements:

(1) Competitiveness of Compensation: Provide a detailed explanation of how the proposed compensation package is competitive within the local market and industry standards. Include relevant market data and analysis to support your approach.

(2) Benefits Package: Outline the full range of benefits offered to employees Attachment E - Summary of Employee Benefits, including but not limited to:

· Health care coverage (medical, dental, vision, prescription drug)

· Insurance (short-term disability, long-term disability, life, accidental death and dismemberment)

· Paid time off (holidays, personal time, vacation)

· Retirement savings plans

· Additional perks and incentives

(3) Retention Strategies: Describe in detail the strategies and programs designed to minimize employee turnover, particularly after completion of on-the-job training. The Offeror shall demonstrate its ability to successfully retain staff after hiring and completion of on-the-job training. Include specific examples of successful retention initiatives from past or current contracts of similar scope and complexity. Include any innovative approaches or best practices you plan to implement.

(4) Talent Development: Explain your approach to attracting and training suitably qualified personnel to meet mission objectives. Include information on recruitment strategies and onboarding processes. Offerors shall provide a comprehensive description for talent, including but not limited to the following elements:

· Sourcing Methods: Detailed description of sourcing methods such as: job boards, social media platforms, etc.

· Targeted Recruitment Campaigns: Strategies for specific skill sets as required in the SOW.

· Recruiting Flow Diagram: A visual representation of the recruitment process with a comprehensive description of each step in the workflow.

· Milestone Schedule: Outline of the recruitment process from: receipt of the task orders, candidate selection, employee hiring, and orientation.

Offerors are encouraged to highlight any innovative approaches or unique methodologies that enhance their recruitment capabilities.

(5) Supporting Data: Provide comprehensive data to substantiate your proposed compensation and retention strategies. This may include industry benchmarks, historical retention rates, employee satisfaction metrics, or other relevant quantitative and qualitative data.

Factor 2: Management Plan/Corporate Resources The Offeror shall submit a clear and comprehensive description of its management approach and corporate resource capabilities to meet the requirements outlined in the SOW. The Offeror's response should demonstrate a clear understanding of the contract requirements and provide a comprehensive strategy for effective management and resource allocation throughout the contract period.

The proposal shall include, but not limited to:

a) Staffing Plan: Provide resumes for all key personnel, detailing: academic credentials, professional experience, including years of experience in similar work, other relevant experience. Include a staffing/organization chart that: identifies key personnel and other organizational members and describes each individual's role and responsibilities.

b) Quality Control Plan: Detailing specific methods and procedures for quality control monitoring and tracking. Explain how required reports/records as defined in Section 3.6 of the SOW will be utilized for addressing problem areas quickly, including but not limited to: procedures for employee removal due to major security violations, performance issues, or unethical conduct as well as timeline for addressing and resolving critical issues.

c) Corporate Resources: Outline available corporate resources that will support contract execution and describe how these resources will be leveraged to ensure successful performance.

Factor 3: Past Performance The Offeror shall demonstrate capability of completing this work as described in the SOW by providing a history of corporate performance with contracts of a size, scope, and complexity similar to this construction surveillance services requirement.

The Offeror shall provide past performance information as follows:

a) Past Performance History: Provide past performance information for all contracts and subcontracts held within the past three (3) years from the RFP issue date for the same or similar work. If the Offeror has no relevant performance history, clearly state this and provide a list of references where key personnel have worked on similar contracts.

b) Recent and Relevant Past Performance:

1. Provide up to three recent and relevant (see definitions below).

· Recent: Contracts with performance within three years prior to the Quote submission deadline.

· Relevant: Contracts similar to this RFP in size, scope, and complexity.

2. Past Performance records to include the following information:

· Contract number

· Period of performance

· Government agency or other party name

· Total contract value

· Name of contact person and email address

· Title of the requirement

· Role (Prime or Subcontractor)

· Discussion of how specific aspects of past performance demonstrate capabilities relevant to the RFP

· Any performance problems encountered and how they were resolved by the contractor

3. For each reference, provide "Attachment F – PP Questionnaire."

· Questionnaires MUST be submitted directly FROM the reference to: Contracting Officer Wendy G. Bibb (BibbWG@state.gov) and Contract Specialist Consuella Hopkins (HopkinsCC@state.gov) and

Note: The Government reserves the right to use past performance information obtained from sources other than those identified by the Offeror, including Government databases and other publicly available information. Offerors are advised to ensure all past performance information is current, accurate, and relevant to demonstrating their ability to perform the requirements of this RFP.

5. VOLUME II

Price Information Each Offeror shall submit its fully burdened labor rates in accordance with the Department of Labor Wage Determination Number 2015-4281 Rev-30, dated July 22, 2024, salary hourly rate (see Attachment - 15-4281 Wage Determination_20240722_20240909). The Offeror shall price the Base Year and each Option Year listed in Attachment G – Schedule B Pricing Sheet.

The fully burdened hourly rates shall be inclusive of overhead, G&A, and profit. The Government does not intend on performing a cost analysis on individual elements of the price.

Each Offeror shall complete the Attachment G – Schedule B Pricing Sheet in this solicitation. This table represents the Government’s best estimate for needed services. Using the fully burdened fixed labor rates, the estimated hours provided in the pricing table, and the position descriptions provided in the SOW, the offeror must complete the fields required in the table. Notice that the Government has provided a plug-in amount for the Travel CLIN for the base year and each subsequent option period. This number is for evaluation purposes only. It will most likely change during contract performance. Do not change the plug in amount and be sure to include it in the price volume submission.

Completion of the SF 1449 and any amendments are required.

Include a copy of the Offeror's representations and certifications and completed Verification of Service Contract Labor Standards attachment in this volume.

Assumptions, Exceptions, and Dependencies The Government does not encourage Offeror’s to make assumptions or take exceptions from the requirements of the RFP. Offerors are encouraged to submit questions, in accordance with the RFP instructions, to obtain any necessary clarifications regarding the RFP prior to proposal submission.

If an Offeror does make assumptions or take exception to any RFP requirement, the Offeror’s Volume II submission must clearly and unambiguously identify all such assumptions, exceptions, or dependencies on which the Offeror’s proposal is based. Each assumption, exception or dependency shall be specifically related to a paragraph and/or specific section of the RFP. The Offeror shall provide a rationale in support of any noted assumption, exception, or dependency, explaining its effect in comparison to the RFP. This information shall be provided in the format with content as outlined in the table below.

Multiple Proposals The Government will not accept multiple proposals. Should an offeror submit multiple proposals, the Government will evaluate the first proposal only.

Late Submissions

(1) Offerors are responsible for submitting it its proposal in the solicitation by the time specified in the solicitation.

(2) Any proposal, modification, revision, or withdrawal of a proposal received after the exact time specified is late and will not be considered unless it is received before award issuance, the Contracting Officer determines that accepting the late proposal would not unduly delay the acquisition and the Contracting Officer determines that it in the Government’s best interest to accept the late proposal.

Issuance of the Award The Government intends to evaluate offers and award a contract without discussions with offerors, therefore, proposals should contain the Offeror’s best technical and price terms. The Government reserves the right to conduct exchanges if later determined by the Contracting Officer to be necessary.

The Government may issue an award to other than the Offeror with the lowest priced proposal and waive informalities and minor irregularities in proposals received. The Government may reject any or all proposals. The Government will not negotiate with any proposal other than those of the Government’s choice and will not use the formal source selection procedures described in FAR Part 15. Proposal evaluations are being conducted under the authority of FAR 16.5.

Multiple Awards The Government will not make multiple awards for this requirement.

System for Award Management and Unique Entity Identifier

(1) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of a proposal, the offeror acknowledges the requirement that a prospective contractor shall be registered in the SAM database prior to award issuance, during performance and through final payment of the award that has resulted from this solicitation. If the offeror does not become registered in the SAM prior to award, the Contracting Officer will proceed to issue an award to the next otherwise successful registered offeror. Offeror’s may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.sam.gov.

(2) Unique entity identifier. The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror’s name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an Offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(End of Addendum)

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