Carpet Replacement RFP - Addendum to 52.212-1 and Addendum to 52.212-2 .docx

Addendum to 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services

1. Proposal Preparation Instructions

1.1 Proposal Submittal and Inquiries – This is a Request for Proposal to acquire non-personal services that requires replacement of building carpet tiles for Building 700 (Band Hall) located at Fort Eustis, Virginia. Refer to the Performance Work Statement (PWS) Attachment for full details.

1.1.1. Offeror is required to submit their proposal prior to the closing date and time identified in block 8 on the SF 1449 in accordance with the instructions provided below. All the requirements specified in the solicitation are mandatory. By submitting a proposal, the offeror is representing that its firm is capable and committed to performing all the requirements specified in the solicitation.

1.1.2. Electronic submission via email is the only acceptable submission method. Facsimile and/or paper submissions will not be accepted. Offeror is encouraged to add delivery and read receipts to emails, and/or follow up with the individuals below to ensure the Government’s receipt of the proposal. The Government will not automatically respond confirming receipt, and confirmation shall be the responsibility of the offeror. For purposes of time stamps, the Government email system time stamp serves as the official receipt time.

1.1.3. Subject line of emailed proposal shall include the solicitation number and your company name. The proposal may be submitted in more than one email but shall be titled appropriately (e.g., Email 1 of 2, Email 2 of 2, etc.). It is the offeror’s responsibility to ensure submissions are received in a timely manner. Attachments included in emails should not contain a period (.) in its title, as the document may be stripped during transmittal. The maximum size of any email shall not exceed 20 megabytes. The Government will not accept proposals via Zip file format. Offeror shall perform a virus check prior to proposal submission to ensure offeror’s submittal is free of viruses, Trojans, spyware, and other malicious code for which appropriate detection and removal/quarantine software exists.

1.1.4. Submissions shall be sent to the point of contacts (POCs) listed below. The POCs responsible for receiving the proposal submission, supplying additional information, and answering all inquiries are the Contract Specialist (CS) and Contracting Officer (KO). Submit your proposal and address questions or concerns regarding this solicitation, including the attachments, to:

Contracting Officer: Mr. Curtis Arthur at curtis.m.arthur.civ@army.mil Contract Specialist: Mr. Jared Maunz at jared.b.maunz.civ@army.mil

1.1.5. Offeror is required to meet all solicitation requirements. Proposal shall clearly and convincingly demonstrate that the offeror has a thorough understanding of the entire requirement and associated risks, has the resources necessary to meet the requirement, and a valid and practical solution for the requirement. Statements that the offeror understands, can, or will comply with the requirements, and statements paraphrasing the requirements or parts thereof without supporting information/narrative are considered inadequate and unsatisfactory. Mere reiteration of the requirement or standard reference material is discouraged and is considered inadequate and unsatisfactory. The offeror shall include any data necessary to illustrate the adequacy of the various assumptions, approaches, and solutions to problems.

1.1.6. This procurement will be solicited as a Total Small Business Set-Aside and will be conducted using Federal Acquisition Regulation (FAR) Part 12 – Acquisition of Commercial Products and Commercial Services and FAR Part 15 – Contracting by Negotiation, as supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS) and Army Federal Acquisition Regulation Supplement (AFARS) Offeror will be evaluated using the criteria under Addendum to 52.212-2, Evaluation – Commercial Products and Commercial Services. Non-Compliance with the RFP requirements may hinder the Government’s ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

1.1.7. Offeror shall respond to the solicitation as posted. Offeror shall not alter the solicitation (except for completing appropriate “fill-in” blocks and certifications). An altered solicitation may be considered not in compliance with the material requirements of the solicitation and ineligible for award.

1.1.8. The Offer. The submission of the documentation specified below will constitute the offeror’s acceptance of the terms and conditions of the RFP, concurrence with the Performance Work Statement, and the proposed contract type. Any exceptions to the terms and conditions outlined in these documents will be identified in accordance with the instruction provided in paragraph 1.3.1.2. Exceptions/Assumptions/Deviations.

1.1.9. If an offeror believes that the requirements in these instructions contain an error, ambiguity, omission, or are otherwise unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion

1.1.10. Period for Acceptance of Offeror. The Offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers. Should the Government open discussions, the acceptance period may be extended.

1.1.11. Proposal Narrative Content. The Government does not seek an offeror proposal that restates, or closely mimics requirements described in the PWS or Evaluation Criteria. A statement of intent to perform does not reflect an understanding of the requirements or capability to perform. Asserted capability and/or intent to meet the requirements shall be supported by detailed descriptions of approach.

1.1.12. Upon receipt of the proposal and subsequent revisions, the contracting office will review them for compliance with Addendum to 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services submission requirements. A proposal may be determined not in compliance with the material requirements of the solicitation when the proposal is not compliant with Addendum to 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services.

1.1.13. The Government shall not reimburse costs incurred for the preparation of the proposal.

1.2. Proposal Preparation Instructions:

1.2.1. The offeror’s proposal shall consist of three (3) separate Volumes.

Volume I: General Volume II: Factor 1 – Technical Capability Volume III: Factor 2 – Price

Table 1.1 Volume Organization

· Tab A – Table of Contents/Glossary of Abbreviations and Acronyms

· Tab B – Exceptions/Assumptions (if applicable)

· Tab C – Completed SF 1449 Cover page

· Tab D – Representations, Certifications, and other Statements of Offerors

· Tab E – Organizational and Consultant Conflicts of Interest (OCI) (FAR 9.5)

· Tab A – Table of Contents/Glossary of Abbreviations and Acronyms

· Tab B – List of Tables and Drawings

· Tab C – Technical Approach

· Tab A – Price Narrative

· Tab B – Pricing Workbook

1.2.2. Page Dimensions. All pages of the offeror’s proposal shall meet these page dimension requirements. A page dimension is 8 1/2’’ x 11 and shall use 1’’ margin on top and bottom, and 3/4’’ side margin. Page dimensions do not apply to offeror’s proposal Volume III, Pricing Workbook.

1.2.3. Text Requirements. Proposal text shall be single spaced and use black font (Note: black font requirement does not apply to tables, graphics, headings, subheadings, photos, etc., company stationary, or logos). Proposal text shall be in a 12-point font size and no less than 8-point font size for illustrations, graphics, figures, exhibits, and tables.

1.2.4. Page Numbering. All pages within a Volume shall be numbered in consecutive order and identify the Volume and Tab, if applicable (e.g., “Vol I – Tab – Page 1 of 20’’).

1.2.5. Page Marking. Each proposal page shall apply appropriate markings including those prescribed in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data.

1.2.6. Labeling. Titling/labeling shall be used to identify sections, which are for information purposes only and will not be evaluated.

1.2.7. File Naming. File names should be “Company Name – Volume # - initial Submission”. File name of later submissions (if necessary) shall be “Company Name – Volume # - Revision X.”

1.3. Proposal Content

1.3.1. Volume I: General. The General Volume shall be organized as follows and contain the identified information.

1.3.1.1. TAB A - Glossary of Abbreviations and Acronyms. The offeror shall provide a glossary of all abbreviations and acronyms found anywhere within the offeror’s proposal, with a definition for each. This glossary is for informational purposes only and will not be evaluated.

1.3.1.2. TAB B – Exceptions/Assumptions/Deviations (if required). If the offeror finds it necessary to take exception to any of the requirements specified in this solicitation, the offeror shall clearly identify the applicable Volume and exceptions with a complete explanation of why the exception was taken, what benefit accrues to the Government (if any), and its impact (if any) on the performance, schedule, price, and specific requirements of the solicitation. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation wo which the exception is taken. Offeror is cautioned that taking an exception, making assumptions that differ from the Government’s, or deviating from the solicitation requirements may render the offer ineligible for award.

1.3.1.2.1. Exception Definition: Objection to solicitation content. Offeror shall provide the solicitation document, page number, paragraph number, and narrative for individual solicitation content the offeror finds objectionable.

1.3.1.2.2. Assumption Definition: Offeror’s facts used to address solicitation requirements. Offeror shall provide the solicitation document, page number, paragraph number, and narrative that describes why offeror considers the facts used to make assumptions were necessary to develop its proposal.

1.3.1.2.3. Deviation Definition: Offeror departs from solicitation requirements. Offeror shall provide the solicitation document, page number, paragraph number, and narrative that describes why offeror determined it was necessary to deviate from solicitation requirement.

1.3.1.3. TAB C – SF 1449 Cover Page. Offeror is required to submit a fully completed SF 1449 Cover Page upon submission. The offeror is cautioned that the SF 1449 must contain an original signature in block 30b of the form. The offeror shall acknowledge any amendments to the RFP in accordance with the instructions on the SF 1449 and with FAR 52.212-1/Addendum to FAR 52.212-1, Instructions to offerors. The offeror shall provide the name, title, and telephone number of the company representative with the authority to make decisions with respect to your proposal, negotiate with the Government, and who can obligate your company contractually.

1.3.1.4. TAB D – Representation, Certifications, and Other Statements of Offerors. The offeror shall ensure that Representation, Certification, and Other Statements of Offerors are submitted, thoroughly completed, with all blocks in each certification/representation completed truthfully and completely unless the offer has certifications on System for Award Management (SAM) currently, which the offeror must state in the proposal.

1.3.1.5. TAB E – Organizational and Consultant Conflict of Interest (OCI). The offeror shall disclose all organizational and/or personal conflicts of interest to the Contracting Officer as soon as possible so that potential conflicts can be analyzed in accordance with FAR Subpart 9.5.

1.3.2. Volume II: Factor 1 – Technical Capability.

1.3.2.1. The Technical Capability Volume shall be clear, concise, and include sufficient detail for effective evaluation and or substantiating the validity of stated claims in the offeror’s proposal. Legibility, clarity, and coherence is very important. The offeror’s submission will be evaluated against the Technical Capability section defined in Addendum to FAR 52.212-2, Evaluation – Commercial Products and Commercial Services. Proposals shall not contain classified information.

1.3.2.2. The Technical Capability Volume shall, at a minimum, be prepared in a format consistent with the RFP and the evaluation criteria for award set forth in Addendum to FAR 52.212-2, Evaluation – Commercial Products and Commercial Services of this solicitation. The Volume shall be prepared in an orderly format and in sufficient detail to enable the Government to make a thorough evaluation of the offeror’s technical competence and ability to comply with the contract requirements specified in the PWS. The offeror shall address as specifically as possible the actual procedures and methodologies it will use for accomplishing the PWS requirements. The Volume shall be organized as shown in Table 1.1. above and further defined below.

1.3.2.3. TAB A – Table of Contents/Glossary of Abbreviations and Acronyms. The offeror shall provide a Table of Contents/Glossary of Abbreviations and Acronyms found anywhere within the offeror’s proposal, with a definition for each.

1.3.2.4. TAB B – List of Tables and Drawings. The offeror shall provide a list of tables and drawings. Tables and Drawings are beneficial in helping to a provide better understanding of topics discussed when it comes to the Offeror’s Technical Capability for this requirement.

1.3.2.5. TAB C – Technical Approach. The offeror shall provide a demonstration of an efficient and effective technical approach to accomplishing the work and approach to mitigating risks on the following:

1.3.2.5.1. Accomplishment of the tasks contained in the PWS, Part 5, Specific tasks.

1.3.2.6. Volume III: Factor 2 – Price.

1.3.2.6.1. This Volume shall consist of all required and necessary information to support proposed prices. The offeror shall not include pricing information in any other Volume but Volume III

1.3.2.6.2. TAB A – Price Narrative. Price Narrative: In Volume III, Tab A of the offeror’s proposal, the offeror shall identify any information necessary to facilitate the Government’s evaluation of its Pricing Workbook submission.

1.3.2.6.3. TAB B – Pricing Workbook. In Volume III, Tab B of the offeror’s proposal, the offeror shall submit a completed Pricing Workbook in Microsoft Excel format, in accordance with the instructions provided in the solicitation. The offeror’s workbook will be evaluated and the Period of Performance (PoP) is set for 30 days after date of contract award. The offeror shall break out and detail all labor pricing. The offeror shall price out and format the pricing workbook in accordance with the CLIN Structure specified in the solicitation.

1.3.2.6.3.1. If subcontractors are proposed, the offeror shall include in its Pricing Workbook the amount of work subcontracted in terms of both dollars and percentage.

1.3.2.6.3.2. For the purpose of preparing a nice proposal, the contractor shall assume that the basic period of performance will be one (1) 30-day base period.

1.3.2.6.3.3. The Pricing Workbook or other Excel Spreadsheet submitted by the offeror shall not be read only, or password protected. All formulas, lookup tables, and links shall be intact, and no links shall exist to files not included with the submission. Spreadsheet shall not contain hidden worksheets, cells, or sections. PDF or flat files will not be accepted. All final monetary extensions shall be in whole dollars only. The offeror is cautioned that the use of certain Microsoft Excel formulas (e.g., Round, etc.) may cause ambiguities in the calculations of total amounts; therefore, offeror shall ensure that CLIN amounts equal the Unit Price multiplied by quantity (e.g., 4 Months x $2.25 = $9.00). Failure to comply with these formatting requirements may result in rejection of the proposal.

1.3.2.6.3.4. It may be necessary for the offeror to revise the number of rows or columns to reflect differences or nuances in the offeror’s accounting and estimating systems or to meet the requirements listed in Tab B. However, it is requested that the general format be maintained as much as possible for price analysis and contract administration purposes.

BASIS FOR AWARD Addendum to 52.212-2, Evaluation – Commercial Products and Commercial Services

2. BASIS FOR AWARD AND EVALUATION CRITERIA

2.1. Basis For Award

2.1.1. This acquisition will be solicited, evaluated, and awarded in accordance with FAR Part 12 – Acquisition of Commercial Products and Commercial Servies and FAR Part 15 – Contracting by Negotiation, as supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS), and the Army Federal Acquisition Regulation Supplement (AFARS).

2.1.2. The Government intends to award a single firm fixed price contract to the offeror deemed responsible in accordance with FAR Subpart 9.1, as supplemented, whose proposal conforms to the RFP requirements (to include all stated terms, conditions, representations, certifications, and all other information required by Addendum to 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services of the Solicitation.

2.2. Evaluation Criteria

2.2.1. The Evaluation Criteria consists of evaluation factors. Proposals will be evaluated based on Lowest Price Technically Acceptable (LPTA) evaluation procedures using two (2) evaluation factors:

Factor 1 – Technical Capability Factor 2 – Price

2.3. Evaluation Approach

2.3.1. Statements that the offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., may be considered unacceptable. Offeror shall assume that the Government has no prior knowledge of their facilities and experience. The Government will base its evaluation on the information presented in the offeror’s proposal.

2.3.2. Evaluation of Factor 1 – Technical Capability.

2.3.2.1. The Government shall evaluate the Offeror’s Technical Capability with regards to the Offeror’s ability to perform the specific tasks detailed in PWS Section 5. The Government shall rate Technical Capability as ‘acceptable’ or ‘unacceptable’.

2.3.3. Evaluation of Factor 2 – Price.

2.3.3.1. The Lowest Priced Technically Acceptable Offeror will receive the award for this requirement.