Attachment L-1 Solicitation Instructions to Offerors and Evaluation Rev 2 7 pgs.pdf

Solicitation # 89233125RNA000262 Instructions to Offerors and Evaluation Attachment L-1

June 30, 2025 July 30, 2025 Rev 1

August 11, 2025 Rev 2

1.0 GENERAL INFORMATION:

The Department of Energy (DOE), National Nuclear Security administration (NNSA) Office of Personnel and Facility Clearances and Classification (OPFCC) acquisition entitled “Clearance Action Tracking System (CATS) Development & Maintenance” is a competitive small business 8(a) set-aside requirement conducted in accordance with FAR Part 15, Contracting by Negotiation. The Government intends to award one (1) contract to the offeror that demonstrates the best value to the Government with a potential five-year Period of Performance (PoP) comprised of one (1) year base period and four (4) one (1) year option periods. This acquisition is being conducted using a trade-off process in accordance with FAR Subpart 15.101-1, the individual criteria are weighed differently, and an offeror must receive at least Satisfactory ratings under all Criteria and Sub Factors to be considered for award. Price will be considered after adjectival ratings under Criteria 1 and 2 are assigned and will factor in the Government’s best value determination using the trade-off process.

1.1 Instructions for Preparation of the Solicitation/SF1447: Offerors shall also submit with its proposal, a signed copy of the completed SF1447 in its entirety (basic and any amendments) per the instructions below.

Section Areas Offerors are Required to Complete SF1447 Complete blocks 13 and 27. Provide an original signature on each copy and date the

SF1447

Section B - G None Section H DOE-H-2070 Key Personnel Section I-J None Section K Annual representations and certifications shall be completed electronically and submitted with the proposal Section L Attachments L-3 through L-10 Section M None

1.2 This Request for Proposal (RFP)/Solicitation is composed of fourteen (14) attachments.

The complete list of attachments is as follows:

Attachment Title

1 Performance Work Statement (PWS) 2 Reporting Requirements Checklist 3 Law Regulations & Directives

L-1 Solicitation Instructions to Offerors and Evaluation L-2 Pricing Instructions L-3 Cost Model L-4 Solicitation Contract Security Classification Specification (CSCS) Form L-5 FOCI FCL Verification Spreadsheet L-6 Past Performance Project Sheet L-7 Past Performance Questionnaire L-8 Past Performance Questionnaires Contract List L-9 Key Personnel Matrix

L-10 Key Personnel Resume Elements L-11 Questions & Answers

June 30, 2025 July 30, 2025 Rev 1

M-1 Section M Provisions

2.0 SUBMISSION/CONTACT INFORMATION:

The primary point-of-contact is Contracting Officer, Samantha Sartori, samantha.sartori@nnsa.doe.gov.

2.1 Questions and Answers: All questions or comments must be submitted in writing via email to both tamra.barela@nnsa.doe.gov and Samantha.sartori@nnsa.doe.gov no later than 8:00 AM Mountain Time on August 7 July 23, 2025. Please submit questions in a Microsoft® Word document to include subject line “Questions/Comments – Clearance Action Tracking System (CATS) Development & Maintenance RFP No. 89233125RNA000262”. It is the sole responsibility of the Offeror to verify receipt of the submitted questions. All questions and answers will be made available as soon as practicable via a solicitation amendment or special notice. No telephonic questions shall be addressed. Any questions received after the established deadline may not be answered prior to the date that proposals are due. It is the sole responsibility of the Offeror to verify receipt of the submitted questions. Each question should clearly specify the RFP area and page number to which it refers. Because all questions received will be published via FedConnect and sam.gov, Offerors are responsible for ensuring their questions do not contain any proprietary or sensitive information. Any information concerning this RFP will be furnished promptly to Offerors if the information is required for preparation or submission of proposals or if the lack of it would be prejudicial to any Offeror. The identity of the Offeror asking questions will be withheld.

2.2 Proposal Submission: Offerors shall submit their proposal via email to both tamra.barela@nnsa.doe.gov and Samantha.sartori@nnsa.doe.gov no hard copies will be accepted are due NO LATER THAN 2:00 PM Mountain Time on August 287, 2025. If additional assistance is needed with this process, Proposals, including any modifications, revisions, or withdrawals, not received through the electronic method authorized and by time specified by the RFP will be considered late. Late proposals may be removed from consideration for award. Offerors are encouraged to confirm the government’s receipt of proposal.

3.0 PROPOSAL PREPARATION INSTRUCTIONS:

3.1 Offerors are required to follow the procedures of FAR 52.215-1, Instructions to Offerors - Competitive Acquisition. (NOV 2021) when submitting a proposal for this requirement in addition to the instructions included in this Addendum. Offerors are advised that any costs resulting from proposal preparation are the sole responsibility of the Offeror and are not reimbursed by the Government. EACH OFFEROR MUST FURNISH ADEQUATE AND SPECIFIC

INFORMATION IN THE TECHNICAL SUBMISSION, VOLUME II. SIMPLY

RESTATING THE PWS REQUIREMENTS, OR MERELY OFFERING TO PERFORM

THE WORK, MAY RESULT IN AN UNACCEPTABLE RATING.

3.2 A proposal may be eliminated from further consideration if that proposal is so grossly and obviously deficient as to be totally unacceptable on its face. For example, a proposal will be deemed unacceptable if it does not represent a reasonable initial effort to address essential requirements of the RFP or if it clearly demonstrates that the Offeror does not understand the requirements of the RFP. In addition, the Government reserves the right to reject any proposal that includes an assumption or condition that impacts or affects the Government’s requirements. The Government mailto:samantha.sartori@nnsa.doe.gov mailto:tamra.barela@nnsa.doe.gov mailto:Samantha.sartori@nnsa.doe.gov mailto:tamra.barela@nnsa.doe.gov mailto:Samantha.sartori@nnsa.doe.gov

June 30, 2025 July 30, 2025 Rev 1 reserves the right to immediately cease evaluating and reject any proposal that is determined to contain a deficiency in any evaluation factor or fails to address a material requirement of the RFP. In addition, a rating of less than satisfactory in one evaluation factor may result in the elimination of the proposal from further consideration regardless of the ratings of the other factors; and therefore, no further technical or price evaluation will be performed. The addition of items beyond the proposal will make the proposal non-compliant as Non-compliant proposals refer to those that do not adhere to the specific requirements outlined in the Request for Proposal (RFP) and will be rejected. If a proposal is rejected, a notice will be sent to the Offeror stating the reasons the proposal will not be considered for further evaluation under this RFP.

3.3 An Offeror’s proposal shall consist of three volumes. Each volume must be submitted as a separate file. Multiple electronic files may be submitted for each volume; however, each file must clearly identify the volume to which it relates. All pricing information shall be addressed only in Volume III. Offerors may include a Cover Page and Table of Contents for each volume which will not be included in the page count. The proposals shall be submitted as follows:

Volume Title

I Offer and Other Documents II Technical Submission III Price Submission

3.4 To aid in the evaluation, proposals must be clearly and concisely written, must include a table of contents, and must be logically assembled. All pages of the proposal’s three volumes shall be appropriately numbered and identified with the Offeror’s name, the date, and the RFP number.

Proposal files are to be formatted in the following applications: Volume I and II – Adobe Acrobat (version 5.0 or higher) or Microsoft Word 2000 (or higher) and Volume III – Excel 2013 2000 (or lower higher, unlocked with formulas intact).

3.5 Page Format: A page is defined as each face of an 8.5 x 11-inch sheet of paper containing information. All information (except for document numbers, page numbers etc.) shall be provided in an image area of 7 x 9 inches, left and right margins should be 0.75 inches and top and bottom margins should be one inch. The background color of each page of the submission shall be white.

Excess pages from the page limitations identified under each factor below will not be evaluated.

3.6 Text Format: Paragraph and text lines shall be single or double spaced but not spaced smaller than the Microsoft Word paragraph spacing size of 1.0. Font to be used on all text is Microsoft Word Times New Roman 12-point font with normal proportional spacing in-between each character. A smaller font size (no smaller than 6-point font) is permitted for any graphics illustration and tables presented in the technical proposal as long as the information is legible to the human eye. Fonts other than Times New Roman are permissible in the graphics, illustrations, and tables only.

3.7 Each Offeror shall organize its proposal with the following volume and tab format:

Volume I – Offer and Other Documents (No Page Limit)

Tab 1: Standard Form 1447 (SF1447) – Solicitation/Contract. When completed and signed by the Offeror, this constitutes the Offeror’s Proposal in response to the Government’s RFP;

June 30, 2025 July 30, 2025 Rev 1 therefore, the form must be fully executed by representatives authorized to commit the Offeror to contractual obligations. Offerors shall fully complete and sign the SF 1447, Blocks 13, and

27. This form shall be used as the cover sheet of Volume 1 – Offer and Other Documents. If any RFP Amendments are issued, they shall also be acknowledged via signature and included under Volume 1, Tab 1. In addition, the RFP and any subsequent amendments must be acknowledged electronically in FedConnect.

Tab 2: Foreign Ownership, Control, or Influence (FOCI) Information. Work performed under this requirement requires an access authorization with a “Q” level in accordance with Attachment L-4. Offerors shall submit FOCI information in accordance with provision NNS- L-1009, Instructions for Submitting Foreign Ownership, Control, or Influence (FOCI) information. Offerors are encouraged to transmit FOCI information 15 days before the deadline for proposal submission. Electronic signatures are not accepted; therefore, a signed original Standard Form (SF) 328, “Certificate Pertaining to Foreign Interests”, executed in accordance with the instructions under provision NNS-L-1009 shall be submitted with each proposal under Volume 1, Tab 2. If Offerors have an active facility clearance with DOE/NNSA or another government agency, provide your CAGE Code so that the Government can verify the active facility clearance/positive FOCI determination in lieu of the SF 328. Fill out AttachmentL-5, FOCI FCL Verification Spreadsheet.

Tab 3: Section K – Representation, Certifications, and Other Statements of Bidders. Offerors shall complete the provisions in Section K of the RFP and submit them under Volume 1, Tab 3 as follows:

• 52.204-8, Annual Representations and Certifications

• 52.204-20 Predecessor of Offeror.

• 52.204-24, Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment

• 52.204-26 Covered Telecommunications Equipment or Services Representation

• 52.209-5, Certification Regarding Responsibility Matters.

• 52.209-7, Information Regarding Responsibility Matters.

• 52.209-11, Representation By Corporations Regarding Delinquent Tax Liability or a

Felony Conviction Under Any Federal Law

• 52.209-13 Violation of Arms Control Treaties or Agreements- Certification.

• 52.215-6 3, Place of Performance

• 52.219-1, Small Business Program Representations.

• NNS-K-1001, Cognizant Agency for Indirect Rate Negotiation

• NNS-K-1003, Certification Regarding a Felony Conviction under any Federal Law or

Unpaid Federal Tax Liability.

Volume II – Technical Submission

Factor 1 – Mission Suitability (Page Limit: 30 29 pages, see breakout below) Tab 1: Technical Approach (Page Limit: 20 pages)

The Offeror shall describe its proposed technical approach to include citing relevant experience where similar activities were performed for accomplishing the Technical Requirements identified under PWS Sections 3.0, 4.0, 8.0, and 10.0.

June 30, 2025 July 30, 2025 Rev 1

Tab 2: Staffing Approach (Page Limit: 10 9 pages, see breakout below) Staffing is composed of two elements, which include Key Personnel and a Staffing Plan.

Each element is discussed separately below and is identified under PWS Section 2.0.

Tab 2a: Key Personnel (Page Limit: 4 3; Resume – 3 2 pages, Letter of Intent – 1 page)

1. The Offeror shall propose one key person, a Project Manager see Attachment L-9 Key Personnel Matrix.

2. The Offeror shall provide a written resume for the proposed Project Manager that meets all of the requirements listed in the PWS para 2.0 A Project Manager Minimum Qualifications Requirements, use see Attachment L-10 Key Personnel Resume Elements.

3. In addition, the Offeror shall provide a Letter of Intent attached to the resume that includes the following:

a. A statement that the individual commits to work under the resultant contract(s) and that a specific salary and benefits package have been agreed upon

b. The date of availability

c. Signature of the individual proposed as the Project Manager

Tab 2b: Staffing Plan (Page Limit: 6 pages)

1. The Offeror shall provide an approach for attracting and retaining qualified personnel to meet the required staffing levels and plans for staffing flexibility to accommodate workload fluctuations.

2. If an Offeror proposes more positions or labor categories than the minimum required, include a rationale in the staffing plan.

Factor 2- Past Performance: (Page Limit: 3 pages per contract, 3 contracts for a total of 9 pages per participant; copies of CPARS will not be included in the page count). For example a Prime contractor with one subcontractor would submit up to 9 pages for the Prime and up to 9 pages for the subcontractor for a total of up to 18 pages.

Tab 3: Provide information regarding work which your company has previously performed in order for the Government to obtain appraisals of past performance. Offerors, including entities comprising joint ventures, and any major subcontractors (subcontracts with an estimated annual value greater than $100K) shall provide information on up to three past contracts (subject to the page limitation constraints). References with Government contracts and copies of CPARS are preferred but not required.

See Attachment L-6 Past Performance Project Sheet, Attachment L-7 Past Performance Questionnaire, and Attachment L-8 Past Performance Questionnaires Contract List.

(a) Offerors shall consider recency and relevancy as they relate specifically to this requirement. Only contract period of performances within five years from the date of the solicitation will be considered in the past performance evaluation. The Government will not consider performance on a newly awarded contract that has no documented performance history. In accordance with FAR 15.305, an offeror without a record of relevant past performance or for whom information on past performance is not available, will receive a past performance rating of neutral.

June 30, 2025 July 30, 2025 Rev 1

(b) The following information shall be provided:

• Vendor Name

• Contract number, Cage Code, and Unique Entity ID (UEID) Duns Number

• Contract Title

• Contract value (If other than the prime, provide the overall contract value and the subcontract contract value)

• Customer Agency/Company Name (Federal Agency or Private Client)

• Point of Contact or Project Manager (including address, telephone and fax number, and e-mail address)

• If a Government Agency, include both the Contracting Officer and Contracting Officer’s

Representative points of contact (including address, telephone and fax number, and e-mail address)

• Place of Performance

• Period of Performance

• Contract Type

• Status of Contract (current, terminated (if so, why), successfully completed (include completion date))

• Contract Description

• Affiliated Past Performance If the past performance of an affiliate is presented for consideration under this RFP, the Offerors shall describe the relationship between the affiliate and the Offeror’s team. The Offerors shall describe how the resources of the affiliate will be brought to bear in contract performance. The Offeror may provide any additional information to demonstrate a nexus between the past performance of the affiliate and contract performance of the immediate requirement

• Rationale Supporting Assertion of Relevancy

• Portions of PWS to be performed by Offeror or team member associated with this effort

(e.g. major subcontractor, joint venture member, etc.)

• Self-Assessment of past performance record to include information on any problems encountered and your corrective actions (not included in the page limit). Describe any unusual circumstances of performance or problems that may be relevant to the work that is to be performed. Tell your side of the story regarding any past performance items a customer may make adverse remarks concerning your performance. Describe any actions that you have taken or plan to take to correct any items regarding your performance

Submit information on contracts that you consider relevant in demonstrating your ability to perform the proposed effort. The submission shall include rationale supporting your assertion of relevancy. This submission shall clearly detail what portions of the PWS, the prime, joint venture, and any major subcontractors are responsible for and/or proposing to do.

(c) For the purposes of providing the information above, Offerors, any major subcontractors, as defined above, and any other organizational entity (parent or affiliated company, division(s), business units, or segments of your company, which is considered to provide meaningful involvement in contract performance, shall each submit Attachment L-6 Past Performance Project Sheet. The Offeror is responsible for ensuring that all references are directed to return a copy of the questionnaire Attachment L-7 directly to the Contracting Officer.

June 30, 2025 July 30, 2025 Rev 1

(c) For the purposes of verifying the information above, Offerors, any major subcontractors, as defined above, and any other organizational entity (parent or affiliated company, division(s), business units, or segments of your company, which is considered to provide meaningful involvement in contract performance, shall submit copies of CPARS and/or ensure that references are directed to return a copy of the questionnaire Attachment L-7 directly to the Contracting Officer. Offerors shall submit Attachment L-8 Past Performance Questionnaires Contract List so the CO can track and validate responses have been received for all references. Copies of CPARS, Attachment L-7, and Attachment L-8 will not be included in page count.

Volume III – Price Submission (No Page Limit)

1. Volume III shall be the only volume to contain price information. See Attachment L-2

Pricing Instructions for proposal preparation instructions. An Offeror’s Volume III submission shall include a completed SF1447 (with Block 22 completed) and Attachment L-3 Cost Model (in MS Excel with formulas in-tact). Attachment L-3 is provided to Offerors in a Microsoft Office Excel format. Offerors shall not alter the format of the workbook except that column(s) may be widened. Within Attachment L-3, all tabs must be completed, or the proposal submission may be rendered unacceptable and incomplete. Offerors are solely responsible for verifying the accuracy of the formulas and amounts contained in the spreadsheet(s). Any discrepancy between the sum of total CLIN prices on Attachment L-3 and the associated Contract’s SF 1447 (Block 22) Item (CLIN) prices, will be corrected and the SF 1447 (Block 22) Item (CLIN) prices will be adjusted accordingly by the Government to match those prices proposed in Attachment L-3. Only amounts proposed within Attachment L-3 will be considered for award.

3.8 Period of Performance: The performance periods anticipated for this acquisition, which shall be used for proposal purposes, are as follows:

Transition Period 03/09/2026 to 03/26/2026 Base Period (Year 1): 03/27/2026 to 03/08/2027 Option Period 1 (Year 2): 03/09/2027 to 03/08/2028 Option Period 2 (Year 3): 03/09/2028 to 03/08/2029 Option Period 3 (Year 4): 03/09/2029 to 03/08/2030 Option Period 4 (Year 5): 03/09/2030 to 03/08/2031 Option to Ext. Svcs. (6-Months): 03/09/2031 to 09/08/2031

1.0 GENERAL INFORMATION: