Attch 5 PNQS-09-4491 Repair Dining Facility Bldg. 668 - Section L.docx

Section L – Instruction to Offeror’s

1. General Instructions:

(a) This firm fixed-priced (FFP) contract is being issued on a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside basis. Only offers from SDVOSB concerns will be accepted. The Contracting Officer (CO) has determined there is a high probability of adequate price competition for this acquisition. Upon examination of the initial offers, the CO will review this determination and if, in the CO’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 CO determines that adequate price competition no longer exists; offerors may be required to submit information to the extent necessary for the CO to determine price reasonableness.

Proposals must be complete, self-sufficient, and respond directly to the requirements of the Request for Proposal (RFP). Failure to meet a requirement may result in an offer being ineligible for an award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The Government intends to evaluate offers and award this FFP contract without discussions. However, the Government reserves the right to conduct discussions if deemed in its best interest. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price standpoint.

(b) Acceptance Period: The Government requires a minimum acceptance period of 90 calendar days from the date specified for receipt of offers; however, offerors may specify an acceptance period exceeding the Government’s minimum requirement.

(c) Communications: Exchange of source selection information after submission of the initial proposal packages between the Government and offerors will be controlled by the CO. Email may be used to transmit such information only if the email can be sent encrypted and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. Otherwise, source selection information will be transmitted via direct mailing or DoD SAFE at https://safe.apps.mil/security.php. Offerors shall use an email client configured for S/MIME encryption, such as Microsoft Outlook or another compatible platform, to ensure secure transmission and receipt of encrypted communications. If you intend to submit source selection information via encrypted email, you must contact the three (3) individuals listed in Section 1.d, POCs, prior to your initial submission to exchange the certificates required for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any source selection information). When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

(d) POCs: The Contracting Office POCs listed below are the sole POCs for this acquisition.

Mr. Eldrae Perdue; CO; E-mail: eldrae.perdue@us.af.mil; Phone: 334-953-3518 SSgt Khadijah Jones; Primary Contract Specialist (CS); E-mail: khadijah.jones.1@us.af.mil; Phone: 334-953-3879 SrA Marc Engel; Alternate CS; E-mail: marc.engel@us.af.mil; Phone: 334-953-3079

(e) Electronic Reference Documents: The RFP, all relevant documents/attachments, questions and answers, and any revisions will be made available on the System for Award Management (SAM) website at http://sam.gov. Potential offerors are encouraged to subscribe for email notifications to be updated when information has been posted to the website for this solicitation.

(f) Site Visit: A site visit is scheduled at Building 668, Maxwell Air Force Base, Alabama, on Monday, 10 November 2025, at 9:00 AM Central Time. All attendees must be listed exactly as their names appear on their driver’s licenses and must include their title and telephone number. This information must be submitted by Friday, 07 November 2025 at 4:00 PM Central Time via email to the three points of contact listed in Section 1.d. On the day of the site visit, offerors should arrive at the Maxwell AFB Visitor Control Center by 8:00 AM Central Time to retrieve or receive a visitor’s pass. Each attendee must present a REAL ID-compliant credential, identified by a star marking on the upper portion of the card. If a REAL ID-compliant driver’s license is not available, acceptable alternatives include a U.S. passport or passport card, a Transportation Worker Identification Credential (TWIC), a Veteran Health Identification Card (VHIC), or a combination of a certified birth certificate with raised seal, a Social Security card, and a non-compliant driver’s license. All documents must reflect the same legal name or be supported by documentation of a legal name change. In addition, attendees must present current vehicle registration and proof of valid vehicle insurance to obtain a vehicle pass. Offerors are strongly encouraged to participate in the site visit and take all reasonable steps to assess the nature and location of the work, as well as general and local conditions that may affect the cost or complexity of performance. Failure to do so will not relieve contractors of the responsibility for accurately estimating the difficulty or cost of performing the work.

(g) Proposal Submission: Offerors shall submit only one proposal, as the Government will review only one submission per Offeror. Proposals may be submitted via email to the three (3) individuals identified in Section 1.d, Points of Contact. Hand-delivered proposals must be brought to 42 CONS/PKC, located at 50 LeMay Plaza South, Building 804, Room SW232A, Maxwell AFB, AL 36112-5948, and addressed to the individuals identified in Section 1.d. Mailed proposals should be sent to: ATTN: individuals identified in Section 1.d, Points of Contact, 42 CONS/PKC, 50 LeMay Plaza South, Building 804, Maxwell AFB, AL 36112-5948.

All proposals must be received no later than the date and time specified in Block 13 of Standard Form (SF) 1442. If the Government issues an amendment revising the proposal deadline, the updated date and time will be reflected under Section A – Solicitation/Contract Form in the continuation pages of the applicable SF 30. Offerors are responsible for monitoring all amendments to ensure proposals are submitted in accordance with the most current deadline.

Offerors are cautioned that Maxwell Air Force Base has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass before entrance. SOME DELAY SHOULD BE ANTICIPATED WHEN HAND CARRYING PROPOSAL PACKAGES. Offerors should allow sufficient time to obtain a visitor pass and arrive at the specified office before receipt of proposals.

(h) Questions, Concerns and/or Requests for Clarification: Offerors may email written questions, concerns and/or requests for clarification pertaining to this RFP or any of its attachments to the addresses below. The Government will answer questions received by 4:00 PM Central Time on Tuesday, 11 November 2025. Questions received after this date may not be answered.

(i) Discrepancies: If an offeror believes these instructions contain errors or omissions or are unsound. In that case, the Offeror shall immediately notify the CO in writing with supporting rationale and remedies the Offeror is asking the CO to consider as related to the omission or error.

(j) Late Proposals: Late proposals shall be processed in accordance with FAR 52.215-1(c)(3), which governs submission, modification, revision, and withdrawal of proposals in competitive acquisitions.

2. Specific Instructions:

(a) Proposals shall be submitted to the Government in three (3) separate volumes as set forth below:

(b) SF 1442, Blocks 14, 15, 17, 19, 20a, b, c, and 30a, b, and c, of the RFP: In completing these blocks, the Offeror accedes to the contract terms and conditions as written in the RFP, including Sections A through K and the requirements of the project specifications and drawings. A scanned copy of the originally signed ("wet" signature) page or electronically signed signature page should be included in the proposal package. The solicitation constitutes the model contract.

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

3. Volume I. Summary and Misc Data:

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

(b) Authorization Letter: Submit a letter, signed at the vice-president level or equivalent or higher, that identifies the individual(s)with the authority to obligate or otherwise bind your company to the resulting contract and, if necessary, future contract modifications.

(c) Joint Venture Agreement: If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission.

(d) Responsibility Determination and Supporting Documentation: To assist in determining contractor responsibility in accordance with FAR 9.104-3(a), the offeror shall explain how they plan to maintain adequate financial resources for a contract of this magnitude and length. The offeror shall address a fiscal plan for covering mobilization, unexpected or emergency situations, and initial performance costs prior to recoupment in the form of monthly invoice payments. The offeror must provide complete financial statements for one (1) fiscal year and year-to-date financial information through the last quarter available. If the offeror intends to rely on internally available working/operation capital, documentation of availability must be submitted. If the offeror plans to rely on financial support from external sources, documentation of availability and maximum lines of credit available (based upon the inclusion of this contract effort) must be submitted. Evidence of external funding must be provided in the form of a dated letter from the external source.

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

(e) Volume I - Summary and Misc Data shall be organized according to the following general outline:

RFP

Unlimited

(b) Volume II - FACTOR I - Past Performance Proposal:

(A) General. Volume II shall be prepared IAW all instructions contained within this Section L. Only references for past efforts/contracts of relevance are desired.

(b) Volume Organization Volume II – Past Performance Proposal shall be organized according to the following general outline:

II

Past Performance Information

Unlimited

I

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

If applicable, describe the role of the Offeror and each subcontractor, teaming partner, and/or joint venture partner for whom the Offeror must provide PPI Sheets IAW paragraph (e) below.

(d) Quality and Satisfaction Rating of Contracts completed in the Past Five (5) Years: Offeror may provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) that demonstrates customer satisfaction with overall job performance and/or quality of completed and/or ongoing contracts. In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems, such as cost overruns, extended performance periods, numerous warranty calls, etc.

(e) Performance Questionnaires: The Offeror shall use past Performance Questionnaires (PPQs) to obtain and provide past performance information. The Government requires the Offeror to send a PPQ to each POC identified in the Past Performance Proposal.

The Offeror shall send out the PPQ (RFP, Attch 7) to each of their references using the Past Performance Evaluation Cover Letter provided within the same attachment, to each of their references.

THE RESPONSIBILITY TO SEND OUT THE PPQ RESTS SOLELY WITH THE OFFEROR.

(f) PPQ: For each of the three (3) submitted contracts that are relevant to the instant acquisition, the three Past Performance Teams will contact the points of contact identified in the Offeror's Past Performance Proposal. A telephone interview will be conducted utilizing the PPQ (see RFP Attch 7). The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the Offeror(s).

(g) PPI: Utilizing the PPI Sheet (RFP, Attch 8), submit information on up to three (3) recent contracts the Offeror considers most relevant in demonstrating the ability to perform the proposed effort. One (1) of the past performance references may be for a subcontractor, teaming partner, and/or joint venture partner that will perform major or critical aspects of the requirement (i.e., 25% or more of the work). Recent past performance information includes contracts performed and/or being performed for any customer within the last five (5) years from the issuance date of the solicitation, to include at least twelve (12) months of documented performance during the five (5) year period. Include a rationale supporting your assertion of relevance, identify relevant aspects of the contracts, and describe how they relate to the proposed effort.

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

The evaluation of past performance information will consider past performance regarding (i) predecessor companies, (ii) will consider past performance of key personnel who have relevant experience, and/or (iii) will consider past performance regarding subcontractors that will perform major or critical aspects of the requirement when such information is relevant to this acquisition.

Offerors may include a discussion of efforts accomplished by the Offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to an Unacceptable 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 difficulties. The Offeror must clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This could result in a rating of Acceptable.

(h) Teaming Arrangement: If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with the same partner. If this is a first-time joint effort, each party to the arrangement must provide a list of relevant past contracts of relevance.

(i) Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide with the proposal a letter from each subcontractor that will perform major or critical aspects of the requirement, consenting to the release of its past performance information to the prime contractor (RFP Attch 8). If the subcontractor does not consent, include a statement to that effect.

(3) VOLUME III - FACTOR II - PRICE PROPOSAL.

(a) Volume III – Price Proposal shall be organized according to the following general outline:

(b) Insert proposed unit and extended prices in Section B - Supplies or Services & Prices or Costs for Contract Line-Item Number’s (CLINs) 0001, 0002, and 0003. The extended amount must equal the unit price multiplied by the number of units. It is imperative that mathematical calculations are correct; particular care should be taken to ensure the amounts match when using the EXCEL program and that the rounding of figures is limited to two (2) decimal places.

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

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

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