B2_DRAFT_10.0_RFP_Section_L_(Instructions_to_Offerors).pdf

SUPPLY CHAIN MANAGEMENT

Section L – Instructions to Offerors

RFP # 368624

SLAC Job Order Contract

Instructions to Offerors (ITO) for SLAC Job Order Contract (JOC)

1. GENERAL INFORMATION

Section L – Instructions to Offerors for the SLAC Job Order Contract (JOC) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror's proposal must include all data and information requested by the ITO and must be submitted in accordance with these instructions. The proposal shall be compliant with the requirements as stated in the Statement of Work (SOW) and associated seed project documentation. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

The source selection process will be conducted in two steps: Step 1, Qualifications, and Step 2, Technical and Price.

The first step will be to review offerors’ statement of qualifications and select the three (3) most highly qualified offerors to proceed to Step 2.

Selected offerors will be notified to submit a detailed Technical and Price proposal for a best value source selection.

Offerors not selected to proceed to Step 2 will be notified of such.

Marking of Proprietary/Confidential Information: Offerors shall properly mark and identify with a restrictive legend or information markings on pages of the proposal that contain Proprietary/confidential information.

Point of Contact: The Procurement Specialist, Matt Mezzetta, is the sole point of contact for this acquisition. Address any questions or concerns you may have, in writing, to the Procurement Specialist at e-mail: mezzetta@slac.stanford.edu. All exchanges of source selection information between SLAC and Offerors will be controlled by the Procurement Specialist.

Proposals must be valid for Ninety (90) days. The Offeror shall make a clear statement in its proposal cover letter utilizing the following language. “The undersigned agrees that this offer is valid for Ninety days, and to furnish any or all items upon which prices are offered at the price set opposite each item, delivered via email, within the time specified in the schedule.” Proposals shall be addressed to the Procurement Specialist:

DRAFT

SLAC National Accelerator Laboratory 2575 Sand Hill Road, Mail Stop 01 Menlo Park, California 94025 Attention: Matt Mezzetta

Proposals shall be submitted, in searchable PDF, on the forms furnished or copies thereof, and must be manually signed if erasures or other changes appear on the forms;

the person signing the proposal must initial each erasure or change.

After all Step 2 Technical Proposals are ranked, Step 2 Price Proposals will be shared with the Project Team. SLAC may award without discussion, however, SLAC reserves the right to hold discussions if it is deemed in its best interest.

For Offeror to be eligible for a subcontract award with SLAC, Offeror shall:

Be registered with the System for Award Management (SAM), the Official U.S.

Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO fee to register for this site. Entities may register at no cost directly at the SAM website: SAM.GOV.

Be registered in SLAC’s procurement system of record:

https://suppliers.slac.stanford.edu/become-slac-supplier

PLEASE NOTE: That SLAC National Accelerator Laboratory is operated by Stanford University for the U.S. Department of Energy (DOE) making this a Federal Construction project. As such, the offeror is being made aware of, in addition to other required labor postings, the DOE WH Publication 1321, which can be found on the following website:

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fedprojc.pdf

2. PREPARATION OF PROPOSALS

STEP 1- QUALIFICATION SUBMITTALS shall contain the following items:

NOTE: THIS MUST NOT CONTAIN ANY PRICING INFORMATION; ALL PRICING

INFORMATION WILL BE SUBMITTED IN THE PRICING PROPOSAL

Cover Sheet The cover sheet should include:

Title: SLAC Job Order Contract (JOC) Request for Qualifications Acknowledgement of Addendums Date of Submission General Subcontractor Name

Contact information

Letter of Introduction (maximum 3 pages) Provide a brief letter expressing your interest in and qualifications for this work. Summarize your team’s capabilities, capacity and why you believe your company is uniquely qualified to deliver on this requirement.

Factor 1 - Statement of Qualifications

The Offeror shall provide:

Subfactor 1.1: A California current and valid Contractor’s, Architect’s, and

Engineer’s Licenses for all disciplines required to design and construct projects under this contract vehicle.

Subfactor 1.2: A written statement regarding the following:

Whether or not your Contractor’s license has been revoked in the last 5 years.

Whether or not your company has been debarred from working on any

Government contracts/subcontracts, at any time during the last five years.

Whether or not your firm or any of its owners or officers have been convicted of a crime involving the awarding of the contract of government construction project, or the bidding or performance of a government contract.

Whether or not your company has had an established local presence within 100 miles of SLAC for at least three (3) years

Whether or not your company has had experience working on federally funded construction projects.

Factor 2 - Safety Subfactor 2.1: Provide your current Experience Modification Rate (EMR).

Include OSHA 300 logs for self-performed work for the past three years, and statements if there have been fatalities and/or OSHA violations.

Subfactor 2.2: Provide a narrative on the safety performance (last 5 years), safety program and culture.

Subfactor 2.3: Provide background information on your environmental regulatory compliance status and enforcement history for the past 3 years.

Include all notices of violation stemming from environmental non-compliance and supporting documentation, including fines incurred and explanation of how violations were addressed.

Subfactor 2.4: Submit form Section J Attachment 8: SLAC-I-730-0A21J-027-R010, Construction Subcontractor Safety Qualification Form (SQF) for your company.

Factor 3 - Past Performance

Offerors shall send Section L Attachment A Past Performance Questionnaire to a minimum of 3 past customers. Past customers shall complete Attachment A and send via email to mezzetta@slac.stanford.edu. Offerors are required to provide a list of those customers whom they sent Attachment A. This is due to SLAC by the Qualification Submittals due date stated in the RFP cover letter.

Offerors shall also provide a written description of past performance information on 3 to 5 recent JOC projects (or other IDIQ/task order-based projects), conventional construction projects, or design-build projects most relevant in demonstrating the Offeror’s ability to perform the proposed effort. These may be the same projects as submitted above. Each project submission should be summarized in 1-2 pages. For each project, list the key team members and identify the major trade partners. Include key project performance data related to cost, schedule, safety, and quality. Describe how the past projects are relevant to this solicitation, and what lessons learned or best practices will be leveraged to successfully deliver projects at SLAC. For a description of the characteristics or aspects SLAC will consider in determining recency and relevance, see Section M Evaluation Methodology, Step 1 Factor 3 Past Performance.

Offerors are cautioned that SLAC will use data provided by each Offeror in this volume.

Factor 4 – Corporate Experience

Subfactor 4.1: Provide documented experience with managing JOC projects (or other IDIQ/task order-based projects) of a comparable size and working as a team with design consultants.

Subfactor 4.2: Demonstrate your ability to work with an owner, architect and engineering firm and subcontractors to control scope, schedule and budget in a collaborative approach.

Subfactor 4.3: Provide documented experience with a wide variety of subcontractors that would enable execution on multiple simultaneous projects including all disciplines covered under the Construction Task Catalog (CTC).

Factor 5 - Financial Clearly stamp all company financial documents as “Business Sensitive”, if applicable, on any included documents.

Offeror shall provide:

Subfactor 5.1: The name, value and location of your firm’s largest, successfully completed project with the date the project was completed.

Subfactor 5.2: A letter from primary surety firm confirming bonding capability for this project, maximum bonding capability for a single project and total bonding capability.

Subfactor 5.3: Lines of credit and identify the extent to which the lines are currently being utilized.

Subfactor 5.4: A Dun and Bradstreet report. SLAC has access to Dun and Bradstreet reports.

STEP 2- TECHNICAL PROPOSAL (Volume 1) shall contain the following items:

Volume I must contain the following information, but NOT contain any pricing information. All pricing information shall be submitted in Volume II.

Proposals will be evaluated based on key evaluation factors and sub-factors thereunder.

Evaluation factors and sub-factors are listed in descending order of importance.

Technical Proposals

Volume I – Technical Proposal (100-page maximum)

Proposals will be evaluated based on key evaluation factors and sub-factors there under.

As a condition of submitting a Phase 2 technical and price proposal, and notwithstanding the conditions of any notice appearing thereon, SLAC shall have unlimited rights [as defined in DEAR 970.5227-1, Part (a)(6) and (7)] in and to the technical data contained in those successful or unsuccessful proposals.

By submitting packages for review these terms and conditions are expressly agreed to.

Cover Sheet The cover sheet should include:

Title: SLAC Job Order Contract (JOC) Volume I - Technical Proposal, Date of submission, General Subcontractor Name, and Contact information.

Factor 1 - Technical Approach

Subfactor 1.1 Project Approach: Submit a narrative with your approach demonstrating technical understanding of the seed project scope and the planning required to complete the scope. The work will take place within the SLAC site, which is an active research facility with other ongoing science work.

The narrative should detail how all project tasks will be completed with minimal impact to the surrounding facility. Include a description of your approach to validate requirements prior to developing the design.

Subfactor 1.2 Environmental: Provide background information on your environmental regulatory compliance status and enforcement history for the past 3 years. Include all notices of violations stemming from environmental non-compliance and the supporting documentation, including fines incurred and explanation of how the violations were addressed.

Subfactor 1.3 Assumptions: Provide a list of project-specific assumptions and clarifications made in preparation of your proposal to supplement the information contained in the SLAC seed project documentation.

Factor 2 - Safety: Provide a detailed overview of how you plan to implement your on-site ES&H program for the contract (not just the seed project). Include a narrative of how SLAC safety requirements will be implemented and flowed-down to all sub-tier subcontracts.

Factor 3 – Key Personnel Experience: Submit resumes and experience of your proposed Project Manager, General Superintendent, Quality Control Manager and Site Safety Officer. Indicate the percentage of time each role will be assigned to the seed project and time dedicated to be on-site in accordance with Division 1 Specification Section 010000 General Requirements 2.9 Site Staffing.

Section H Key Personnel should reflect those individuals identified.

Factor 4 – Project Management

Subfactor 4.1: Provide a narrative and documentation on your current quality assurance program and methodology to ensure design and construction quality.

Subfactor 4.2: Indicate your staffing and management approach related to executing multiple concurrent projects.

Subfactor 4.3: Indicate your capacity and capability, including any consultants, their representatives, qualifications and locations, to perform the work, including any specialized services.

Subfactor 4.4: Discuss your ability to assign qualified personnel from the proposed organization (firms own organization, consulting firms, etc.) including key personnel and a competent supervising representative.

Factor 5 - Schedule: Submit a proposed schedule with the bid proposal. Provide a narrative of how the schedule will be managed, updated, and reported in accordance with the general requirements in the Division 01 specifications. Submitted schedule shall include a detailed breakdown of all work elements including:

Contract Award Task Order Award Post-award Kick-off and Partnering Meetings Design Commencement Design Completion SLAC Building Inspection Office (BIO) review and approval of all D-B

Subcontractor’s work packages for permitting

“0” day Notice to Proceed (NTP) Schedule for the submittal of safety related documents required for NTP (list all safety related documents) Pre-mobilization activities Mobilization Staging of equipment and materials Construction by discipline, system, and activity Inspection and testing Cleanup and demobilization For all activities, the proposed start and end dates, and any interdependencies shall be included SLAC quality inspections

Factor 6 – Interview and Presentation: Following initial evaluations of the written technical proposals, Offerors will be scheduled for a 1.5 hour meeting to present an overview of the proposal to the Source Selection Board. The presentation shall provide an overview of the technical evaluation factors 1-5. Prior to this meeting, SLAC will provide a list of questions based on the technical evaluation. During the presentation and interview, the Offeror will have the opportunity to respond to the questions provided. Following the presentation, the Offeror shall provide written responses to the questions within 2 business days of the interview. The presenters should be the key members of the project team. No pricing information is to be provided during the presentation or in response to the questions.

STEP 2- PRICE PROPOSAL (Volume 2) shall contain the following items:

Cover Sheet The cover sheet should include:

Title: SLAC Job Order Contract (JOC) Volume II – Price Proposal, Date of submission, General Subcontractor Name, and Contact information.

Clearly stamp all company financial documents as “Business Sensitive” or equivalent language, if applicable, on any included documents.

Price

Submit RFP Section A (completed and signed form), acknowledgement of issued addendums;

The Gordian JOC System will be utilized for this contract. All line items in the Gordian JOC System Construction Task Catalog (CTC) are considered pre-priced line items. The offeror will be responsible for proposing two priced elements – standard work and non-standard work coefficient rates.

The IDIQ contract will be awarded with a single standard and nonstandard work coefficient rate.

Projects categorized as standard work take place during normal working hours (6:00am – 6:00pm), Monday through Friday excluding SLAC holidays. Projects categorized as nonstandard work typically take place outside of the normal working hours. The nonstandard coefficient may be utilized to account for working on weekends and working during nonstandard hours only.

Pricing Schedule: Offerors shall complete the Pricing Schedule located in Section B of the solicitation by inserting its proposed standard and nonstandard coefficient rates and minimal design fees for each Contract Line-Item Number (CLIN), including all option periods.

Offerors shall fully explain the basis for development of its coefficients and design fees.

Unreasonably high or unrealistically low coefficient rates or minimum design fees, initially or subsequently, may be grounds for eliminating a proposal from competition either on the basis that the offeror does not understand the requirements, or the coefficient amount represent an unacceptable risk to the Government. The purpose of the coefficient is to capture most common, recurring project costs within a single figure in order to simplify and reduce repetitiveness in cost estimates. All cost estimates proposed will reflect the coefficient factor in effect at the time of submission. The lowest coefficient allowed will be 1.00, no negative coefficients will be accepted.

Contract Documentation (Required Submittals)

RFP Section A (Subcontract Form) completed and signed RFP Section B (Supplies or Services and Prices) completed as indicated RFP Section C (Statement of Work, Drawings and Technical Specifications) RFP Section F (Deliveries or Performance) RFP Section G (Terms and Conditions) RFP Section H (Special Terms and Conditions) completed with Key Personnel Submitted Section K and SAM.GOV, “Representations & Certifications” shall be evaluated for completeness.

Offeror shall complete and submit a signed IIPP Form (Section J, Attachment 03).

Offeror shall complete and submit a Small Business Subcontracting Plan (Section

J, Attachment 7) Acknowledgment of all amendments per Section 9 of the Amendment clause.

Provide your company’s labor rate sheet, through the end of the performance period.

3. METHOD OF TRANSMISSION/ORGANIZATION/NUMBER OF COPIES/PAGE LIMITS:

Proposals must be submitted electronically in searchable PDF or Microsoft Word format, as indicated in this Section L. The Offeror shall prepare the proposal as set forth in the Proposal Organization Table. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified. The volumes identified in the table shall be separately sent via email as attachments. The contents of each proposal volume is described in the ITO paragraph as noted in the table below.

Proposal Organization Table:

Volume ITO Section Volume Title Electronic Copies Page Limit

I 2 Technical Proposal 1 100 II 2 Business Proposal 1 100

4. LATE PROPOSALS AND MODIFICATIONS:

Late proposals will not be considered. Errors in proposals must be identified No Later Than 3 business days after the proposal due date for corrections to be considered.

5. WITHDRAWALS OF PROPOSALS

Proposals may be withdrawn by email, addressed as instructed for the proposal, and received from the Offerors prior to award.

6. AMENDMENT

The right is reserved, as the interests of SLAC may require, to revise or amend the solicitation documents and drawings prior to the due date set for submission of proposals. Such revisions and amendments, if any, will be announced on an “Amendment of Solicitation/Subcontract Modification” form. Copies of such amendment as may be issued will be furnished to all prospective Offerors. If the revisions and amendments are of a nature, which requires material changes in quantities or proposal prices or both, the date set for submission of proposals may be postponed by such number of days, as in the opinion of SLAC, will enable the Offerors to develop their proposals. In such case, the Amendment of Solicitation/Subcontract Modification form will include an announcement of the new due date for receipt of proposals.

7. EXPLANATION TO OFFERORS

Any explanation desired by an Offeror regarding the meaning or interpretation of the Request for Proposal, drawings, specifications, etc., must be requested in writing using the SLAC Question and Answer Log and with sufficient time allowed for a reply to reach the Offeror before the due date for submission of proposals. Oral clarification of requirements or instructions provided by SLAC before the award of the Subcontract will not be binding. Questions containing Offeror’s non-proprietary information and corresponding clarifications will be shared with all Offerors.

8. TAXES

The Offeror may consult the provisions on taxes that are provided throughout the General Terms and Conditions, and to the California State Board of Equalization Regulations relating to sales of machinery and equipment for delivery under soil excavation and removal contracts with the United States government. However, responsibility for determination of the applicability of California State Board of Equalization Regulations shall rest solely with the Offeror, and no representation or guarantee either expressed or implied is made by the Government or SLAC hereunder as to the application thereof. SLAC will not reimburse Offeror for taxes as a separate line item.

9. SPECIFIED PRODUCT AVAILABILITY

Where the Technical Specifications, Statement of Work, or Drawings list a specific product, the Offerors may assume that the product is commercially available; however, availability within the required performance period may require payment, by the successful Subcontractor at no additional cost to SLAC, of premiums for expediting production or shipment. The Offerors are cautioned to confirm not only product prices but also costs associated with timely acquisition of the product as required to meet performance period requirements. The Offerors are required to notify SLAC Procurement Specialist prior to the proposal due date of any obvious product unavailability.

10. SPECIFIED PRODUCT OR METHOD COMPATIBILITY

Where the Technical Specifications, Statement of Work, or Drawings list a specific product or method, the Offerors may assume that the product or method is compatible with other requirements of the Subcontract. The Offerors are required to notify SLAC Procurement Specialist prior to the date set for receipt of proposals of any obvious incompatibility between a specified product or method and other requirements of the Subcontract.

11. EXCEPTIONS TO UNIVERSITY’S STANDARD TERMS AND CONDITIONS, PROVISIONS,

AND/OR CLAUSES

Offeror must identify any exceptions to SLAC terms and conditions or exceptions to any other element of the requirements that are a part of this RFP, with their proposal. SLAC will not entertain any exceptions not identified in the proposal submission. Exceptions taken may be cause for rejection of a proposal. Inclusion of any assumptions, clarifications, exclusions, or conditions may be cause for rejection of the proposal as non-responsive.

Attachments in Section L Attachment A Past Performance Questionnaire Attachment B SLAC JOC Bid Sheet Attachment C Question and Answer Log