BEAR Instructions to offeror and Basis of Award- Attachment 1.pdf

Simplified Acquisition Proposal Request (SAPR), Attachment 1

SAPR# FA445224R0001

Instructions to Offerors & Basis for Award

1. Proposal Submission.

A. This is a competitive selection conducted in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 13. Contracts awarded under FAR 13 are not subject to FAR 15.3 procedures. Accordingly, award of a contract under this SAPR, should an award be made, shall follow the procedures outlined in FAR 13, as supplemented.

B. The proposal submitted in response to this SAPR must be in compliance with the requirements as stated in the SAPR and attachments, and the Performance Work Statement (PWS). All claimed capabilities to meet the requirements shall be realistic and are subject to verification by the Government. Non-conformance with these instructions may result in rejection of the proposal, an unfavorable proposal evaluation, or being deemed ineligible for award.

C. Offerors shall clearly identify any exception to the SAPR terms and conditions and shall provide complete supporting rationale. The Government reserves the right to determine any such exceptions are unacceptable. Any exception determined unacceptable by the Government may result in the Offeror’s proposal being determined unacceptable and ineligible for award. This information shall be provided in the format and content of the table below within the Offerors proposal cover letter. If no exceptions are taken, include a statement stating so within the proposal cover letter.

SAPR Exceptions

SAPR

Document

Page/ Paragraph

Requirement/ Portion Rationale

PWS,

ITO,

Evaluation Factor, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

D. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but, rather, shall provide convincing rationale to address how the Offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities or experience and will base its evaluation on the information presented in the Offeror's proposal.

E. Discrepancies. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer (CO) in writing via email with supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the omission or error.

F. Identify any conflict of interest or appearance issues which may be a potential Organizational Conflict of Interest (OCI) in accordance with FAR 9.5, as supplemented, OCI mitigation plans or a statement that no OCI exists must accompany your proposal in Volume II. Contractors are responsible for immediately notifying the CO should any potential conflict of interest arise at any time prior to and/or after contract award.

G. Period of Performance (PoP) will consist of a 12-month base period, four 12-month option periods, and an optional 6-month Extension of Service (EOS).

H. Proposal Submission. Offerors submitting a proposal in response to this SAPR shall submit each volume as outlined below. Text shall be single-spaced, on an 8 ½ x 11 sheet with a minimum one-inch margin all around. Font shall be no less than Times New Roman 10 pt.

Pages shall be numbered consecutively within each volume. The page limits prescribed are maximum page limits for each volume. Cover pages, tables of contents, cross-reference matrices, tabs, and glossaries shall not be counted against prescribed page limits. Pages submitted in excess of these limits will not be read or considered in the Government’s evaluation of the proposal. If Interchange Notices (INs) are required, page limitations may be placed on responses to Ins. The specified page limits to IN responses will be identified in the INs to Offerors. All proposal information shall be submitted in either MS Word or PDF format except for Pricing information (Attachment 3) and Staffing Matrix (Attachment 4). Staffing and Pricing information shall be submitted in MS Excel format utilizing the Pricing Worksheet (Attachment

3) and Staffing Matrix (Attachment 4). Each volume shall be submitted as a separately-labeled electronic file. Offerors shall ensure that pricing information is only included in Volume III. Do NOT include any pricing information in Volume I &II. All electronic submissions shall reference the complete SAPR number in the subject line.

Each Offeror shall submit proposals electronically via email to the Contract Specialist, Mr.

Mahmood Muhammad at mahmood.muhammad@us.af.mil and Contracting Officer, Capt James S Barrett at james.barrett.21@us.af.mil. The Offeror shall submit proposals for consideration no later than 12:00 PM (Central Standard Time), 02 January 2024. Only one proposal shall be submitted, per offeror, in response to this requirement. Failure to provide the items listed above and below may render your proposal incomplete. Incomplete proposals and proposals received after the date/time specified will not be evaluated.

VOLUME

REFERENCE

TITLE

MAXIMUM

NUMBER

OF

PAGES

I Administrative Documents

Cover Letter / Contractual Documents

No page limit

I II

Factor 1 Technical Experience

Factor 2 Staffing Approach

5*

III Factor 3 Price

Pricing Worksheet Attachment

* Staffing Matrix shall also be required.

(1) Volume I: Cover Letter/Contractual Documents

Cover Letter shall be submitted on Offeror's company letterhead and shall include the following:

⦁ DD254 (Attachment 8) with Blocks 6 and 7 completed, if applicable ⦁ Provisions and Clauses (Attachment 6) with all fill-ins completed.

⦁ Cover Letter shall include:

Small business status/categories Company primary and alternate point of contacts with email/phone and who is authorized to contractually obligate the company.

Commercial and Government Entity (CAGE) Code, Unique Entity

Identifier (UEI) A statement that the company understands the requirements specified and will meet the performance standards and requirements therein, a statement that the company does or does not take exception to any of the requirements of this SAPR, and/or

Any specific information if proposing a teaming arrangement.

⦁ Your proposal must include a cover letter stating a proposal acceptance period of submission time through 31 March 2024. Proposals offering less than the proposal acceptance period will be deemed unacceptable. The cover letter shall be submitted on company letter head that includes the company name, address, and a specific point of contact (POC).

(2) Volume II: Technical experience and Staffing approach.

The Technical Proposal should be specific and complete. Legibility, clarity, and coherence is very important. Offeror responses will be evaluated against the factors listed under technical experience and staffing approach. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the Factors. Address your staffing solution for meeting or exceeding the Government’s minimum performance or capability requirements of each Factor. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. Do not merely reiterate the objectives or reformulate the requirements specified in the SAPR. The offeror’s technical experience submission shall provide sufficient information to allow the Government to have a reasonable expectation that the offeror successfully perform the requirements states in the SAPR. The offeror shall submit their Staffing Approach Utilizing Attachment 4:

Staffing Matrix. At a minimum, the Offeror’s Staffing Approach should demonstrate the Offeror’s approach in meeting the requirements of the PWS. The staffing volume should demonstrate the Offeror’s ability to perform all technical requirements.

(3) Volume III: Price

The offeror shall submit pricing information to support the completeness and reasonableness of their proposed prices for all CLINs. The pricing information submitted shall fully support the PWS requirements for each major functional element specified in the PWS. A breakdown shall be provided to show the skill mix, labor categories, labor rates, and position descriptions. Information shall be segregated by the performance periods, and the total price for each CLIN as specified in the solicitation. Information shall also show the consolidated total price for performance. All unit and extended prices shall be rounded to the nearest dollar.

Extended prices shall be divisible by the number of units proposed. All loaded labor rates shall be rounded to the nearest penny. Offerors shall utilize Attachment 3 – Pricing Worksheet to submit their pricing.

I. Point of contact (POC): The POCs for this acquisition are: Contract Specialist, Mr.

Mahmood Muhammad, he can be reached at (618) 229-0490 or by email at mahmood.muhammad@us.af.mil and the Contracting Officer, Capt James S. Barrett he can be reached at (618) 256-9933 or by email at james.barrett.21@us.af.mil.

2. Basis of Award

Award will be made in accordance with the procedures specific in the SAPR and on the basis of the lowest priced proposal meeting the acceptability standards for non-price factors. A contract may be awarded to the contractor who is deemed responsible in accordance with FAR 9.1, as supplemented, whose proposal conforms to the SAPR’s requirements (to include all stated terms, mailto:mahmood.muhammad@us.af.mil mailto:jennifer.gasparich.@us.af.mil conditions, representations, certifications, and all other information required by the SAPR instructions) and is judged, based on the evaluation factors to represent the technically acceptable proposal with the lowest complete and reasonable price.

B. First, the Government will consider all proposals by establishing the Initial Total Evaluated Price (I-TEP) in accordance with Factor 3, Price, outlined below. Next, the Government will rank the proposals from lowest price to highest price by the I-TEP. The Government will the evaluate the lowest priced proposal for Technical Acceptability on a technically acceptable or technically unacceptable basis. Any Factor evaluated as "technically unacceptable" will render the entire proposals as technically unacceptable and, therefore, considered not awardable. Next, the Government will evaluate the Offeror's I-TEP, if determined technically acceptable, for price completeness and reasonableness, as described below arriving at a Final Total Evaluated Price

(F-TEP).

If the lowest priced proposal is technically acceptable and the F-TEP is complete and reasonable, the Offeror's proposal represents the best value to the Government and award will be made to that Offeror. If the lowest priced proposal is not technically acceptable, the Government will consider the correction potential and may enter into interchanges with that Offeror. If after interchanges with that Offeror, their proposal is technically acceptable and remains the lowest priced (with the F-TEP complete and reasonable), the contract will be placed with that Offeror. If the Government deems the proposal not easily correctable, or if at any time it becomes other than the lowest priced proposal, the next lowest priced proposal will be evaluated for Technical Acceptability, followed by an analysis of their I-TEP to arrive at their F-TEP and verify reasonableness and completeness. Interchanges will take place as necessary or deemed appropriate by the Government. The evaluation process will continue until reaching two Technically Acceptable proposals with F-TEPs that are reasonable and complete, or until all proposals are evaluated, to establish adequate price competition.

C. Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the Offerors that may address any aspect of the proposal and may or may not be documented in real time.

The Government intends to make award based on the initial proposal submissions without conducting interchanges. Therefore, each offer should contain the Offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to hold interchanges using Interchange Notices (INs) if, during the evaluation, it is determined to be in the best interest of the Government. Offeror responses to INs will be considered in making the award selection decision. Interchanges may be conducted with one, some or all offerors as the Government is not required to conduct interchanges with any or all Offerors responding to this

SAPR.

D. Evaluation Factors. Responses to this SAPR will be evaluated against the following factors:

Factor 1: Technical Experience Factor 2: Staffing Approach Factor 3: Price

FACTOR 1: TECHNICAL EXPERIENCE: Under this factor, the Government will evaluate the Offeror’s proposed Technical Experience based on the following:

i. Provide at least one and no more than three contracts or task orders performed during the past three years from the date of issuance of this solicitation, including contract number and Point of Contact (POC) (to included name, phone number, and email) demonstrating experience and expertise with Basic Expeditionary Airfield Resources (BEAR) or similar technical support in bed down operations for expeditionary support as specified in PWS paragraph 2.0 Specific Task Descriptions.

FACTOR 2: STAFFING APPROACH: Under this factor, the Government will evaluate the Offeror's proposed staffing approach based on the following:

i. Provide a detailed and effective staffing plan at the prime and subcontractor level, identifying the optimum mix of labor categories, labor category descriptions, and labor hours to meet the requirements of the Performance Work Statement (Attachment 2). The plan shall provide a logical approach ensuring timely support. Labor category descriptions shall include necessary skill sets, education, experience, requisite security clearances, certifications in accordance with PWS paragraph 7.1 and any other qualifications to comply with the minimum requirements of the PWS. The plan shall include a completed Staffing Matrix (Attachment 4) identifying the personnel resources to perform the PWS tasks.

Evaluation: During the evaluation of each proposal for Factors 1 and 2, the Government will assign each Factor a rating as shown below. A rating of technically unacceptable in one or more Factors will constitute an overall rating of technically unacceptable for the technical evaluation.

The following ratings will be utilized:

Rating for Factor 1 -Technical Experience

Rating Description

Technically Acceptable Based on the Offeror’s experience, there is reasonable expectation that the Offeror will successfully perform the requirements stated in the SAPR.

Technically Unacceptable Based on the Offeror’s experience, the Government does not have a reasonable expectation that the Offeror will be able to successfully perform the requirements stated in the SAPR.

Ratings for Factor 2 – Staffing Approach Rating Description

Technically Acceptable Proposal provides an adequate approach and understanding of the requirements stated in the SAPR.

Technically Unacceptable Proposal does not provide an adequate approach and understanding of the requirements stated in the SAPR.

FACTOR 3: PRICE:

Price proposals should support the proposed staffing approach and will be evaluated for completeness, reasonableness, and unbalanced pricing. Offerors whose price is determined to be incomplete, unreasonable, or unbalanced will not be considered for award.

The Initial-TEP (I-TEP) will be calculated as the sum of the Offeror’s proposed prices for the base period, all option periods (four 12-month options), and the optional six-month EOS (calculated using the monthly cost of Option Period 4 multiple by six). Evaluation of options and extensions shall not obligate the Government to exercise such options or extensions. The six-month extension of services is IAW FAR 52.217-8, "Option to Extend Services", and will only be utilized if necessary. The six-month extension of services is not to be considered part of any option period and will be a separate option exercised if it is utilized. Offerors are not required to submit pricing for a six-month extension of services. After any interchanges or proposal revisions, if needed, the Government will evaluate the Final-TEP (F-TEP). If interchanges do not occur, the I-TEP will become the

F-TEP.

Under this Factor, the Government will evaluate the offeror’s F-TEP based on the following:

i. Completeness. The proposal will be reviewed to determine the extent to which all the price elements have been addressed. The contractor’s proposed price and other information will be evaluated to ensure continuity and traceability of prices to the technical volume and between the initial proposal and any revisions thereto. The review will determine the adequacy of the contractor’s proposal in addressing and fulfilling the SAPR requirements.

ii. Reasonableness. For a price to be reasonable, it must represent a price to the

Government that a prudent person would pay in the conduct of competitive business. The Government will determine prices fair and reasonable using one or more of the price analysis techniques at FAR 13.106-3(a).

iii. Unbalanced pricing. Offerors are cautioned against submitting an offer that contains unbalanced pricing. Unbalanced pricing may increase performance risk and could result in payment of unreasonably high prices. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly over or understated. The Government shall analyze offers to determine whether they are unbalanced with respect to separately priced line items. An offer that is determined to be unbalanced may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

3. Past Performance: Although past performance will not be used as an evaluation factor, the proposals submitted by the contractor to meet Factor 1 – Technical Experience and information obtained from other sources available to the Government such as the Contractor Performance Assessment Reporting System (CPARS) will be used as part of the responsibility determination made IAW FAR 9.104-1. The Government reserves the right to obtain information relative to present and past performance on its own.