Draft CCAD IPV Gen II Section L_Industry day.pdf

SOURCE SELECTION INFORMATION

SEE FAR 2.101 & 3.104

SECTION L

INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

L.1 Instruction to Offerors:

L.1.1 Preparation and Submittal: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined to be unacceptable and therefore not eligible for award. 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. Proposals shall be submitted to the Government in five (5) separate volumes as set forth below:

PAGE NUMBER

VOLUME LIMITS OF COPIES DESCRIPTION

1 N/A 2 Completed RFP 2 30 3 Written Technical Proposal

3 30 3 Written Management Proposal

4 N/A 3 Past Performance

5 N/A 2* Price Proposal

*Price proposal information shall be submitted in written form (2 copies) and CD-R or DVD-R (write once/read only) (1 copy) that is “closed” so that no further writes can be made to the media. CD-R/W or DVD-R/W media types are not acceptable. Media must be virus scanned by the offeror prior to submitting to the Government.

In addition to the page limitations set forth above, proposals should comply with the following format:

(1) The sealed package used to submit the proposal package must show the time and date specified for receipt. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume. (i.e. 1, 2, 3, etc.) Proposals shall be in the English language and all monies shall be proposed in United States dollars.

Print should be no smaller than a font size of 12 and should be on 8 1/2 x 11-inch paper.

Charts, graphs or spreadsheets may be on fold-out pages but must fold within the page size specified and will count as one page. Each volume within the proposal notebook shall be separately tabbed and identified. Margins shall be no smaller than 1 inch and each page shall be numbered consecutively. Elaborate formats, bindings, or color presentations are not desired or required.

(2) The page limitation for Volume 2 and 3, Written Technical and Management Proposal is 30 pages for each volume. The page limitation includes any drawings, diagrams supporting illustrations, or spreadsheets, etc. but excludes any table of contents or list of acronyms (if utilized). Offerors are cautioned that any pages that exceed the page limitation shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation or sent back to the offeror.

(3) Each page containing proprietary information should be so marked.

(4) The following must be stamped, at the bottom, or in the footer of each page:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

(5) Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the Addendum to the solicitation. Proposals must be received no later than 3:00 PM, Eastern Daylight Savings Time.

Hard copy proposals via courier to:

DLA Aviation

Attn: DSCR-AF/John H. Henley III

6090 Strathmore Rd

Richmond, Virginia 23297

Hard copy proposals via mail to:

DLA Aviation

Attn: Bid Custodian – Darrell Borum

6090 Strathmore Rd

Richmond, VA 23297

All proposals must be identified with the Solicitation Number, Closing Date and Time on all outside envelopes/boxes, and be received by the closing date and time:

RFP Number – SPE4AX25RXXXX

CLOSING DATE & TIME: XXXXXXXXX, 3pm Eastern Daylight Savings Time

NOTE: Facsimile proposals will NOT be accepted.

(6) Page limitations may be placed on responses to Evaluation Notices (ENs), if issued.

The specified limits for EN responses will be identified in the correspondence forwarding the ENs to offerors or on the EN form itself. ENs will be issued for clarification / communication purposes.

L.1.2 Communications:

Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. 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 courier. In order to facilitate the sending and receiving of encrypted emails, offerors must use Microsoft (MS) Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any source selection information).

When you are ready to send an encrypted email, ensure encryption is selected and include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email.

L.1.3 Volume 1, Completed RFP

This volume will consist of the completed and signed RFP with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may be considered nonresponsive and categorized as unacceptable and therefore not eligible for award.

Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed, including the proposed prices associated with the contract line items in the Schedule of the RFP.

The offeror shall fill out the cross reference matrix (Attachment x) indicating where in its proposal the information can be found as it relates to the RFP. The cross reference matrix will be utilized as a tool to show critical interrelationships and dependencies among the performance work statement (PWS), Section L (Instructions to Offerors), and Section M (Evaluation Basis for Award). The cross reference matrix will help an offeror ensure it has responded to all the evaluation criteria and proposal submittal requirements identified in the solicitation. If the matrix conflicts with any other requirement, direction, or provision of this solicitation, the other reference shall take precedence over the matrix. Additionally, to the extent the matrix discloses details as to the manner by which the Government intends to evaluate the offeror’s proposals for award, Section M references in the matrix are for informational purposes only, and the Government shall be obligated to evaluate proposals solely in conformance with Section M of the solicitation.

Each Large Business Offeror shall also provide a separate Small Business Subcontracting Plan meeting the requirement of FAR 52.219-9 and DFARS 252.219-7003 (or DFARS 252.219-7004 if the Offeror has a comprehensive subcontracting plan). This plan shall be submitted separately from the Small Business Participation Proposal, which applies to both large and small businesses. The Small Business Subcontracting Plan is not a requirement for evaluation in source selection, but rather a requirement for award to a Large Business and will be incorporated into any resultant contract. Subcontracting plans shall reflect and be consistent with the commitments offered in the Small Business Participation Proposal. The Small Business Subcontracting Plan will be assessed in accordance with FAR 19.704, and must be deemed acceptable prior to award. Note: Any exchanges with the Contracting Officer regarding the Small Business Subcontracting Plan shall neither be considered discussions, nor as a re-opening of negotiations closed by a Final Proposal Revision.

L.2 Factors and Subfactors

Proposals shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. 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 the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation solely on the information presented in the offeror’s technical/management proposal.

The following information shall be provided and will be evaluated to assess the proposed technical/management approach and associated risk in accordance with the Evaluation Basis for Award. The technical/management proposal shall address each of the subfactors listed below, describing the offeror’s proposed approach to performing the requirements set forth in the Performance Work Statement (PWS) and applicable Product Item Descriptions (PIDs). For each subfactor, the offeror shall identify any risks, associated with the proposed approach and actions the offeror will take to mitigate the identified risks. If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach.

L.2.1 Volume 2, Factor I – Technical Capabilities

The primary goal of the proposal submission for the Technical Capabilities factor is for the offeror to demonstrate that its proposed approach will satisfy the Government’s requirements.

The Technical capabilities factor includes two (2) subfactors –Quality Assurance and AbilityOne, Small Business and Socioeconomic Program Participation. The offeror shall address the elements listed below for each subfactor to provide the Government with assurances that the offeror’s approach will satisfy the government’s performance requirements and provide seamless Army IPV support for CCAD.

Provide resumes of key personnel as stated in Section 2.3 of the PWS. Resumes will not be counted toward the page limit in L.1.1. List and describe all key personnel (including subcontractor personnel) that are essential to the successful management and oversight of this effort. Describe the qualifications of key personnel to demonstrate their understanding and experience in working with and/or supporting the Government maintenance process. Describe what roles and responsibilities of those personnel will have with respect to managing this effort.

Specifically, identify the Program Manager with overall responsibility for the program in ensuring performance to the solicitation requirements and the minimum qualifications of this position.

L.2.1.1 Volume 2, Factor I, Subfactor 1 – Quality Assurance

The Offeror shall describe its approach to meet the performance standards while ensuring the quality and conformance of items provided. The Offeror shall identify any risks within their proposals and any mitigation plans to the risks identified. The approach should also address the Offeror’s plans to manage shelf-life items. The proposal must include a copy of its current quality standard (i.e. International Organization for Standardization (ISO 9001) or equivalent). The current quality standard will not be counted toward the page limit in L.1.1.

L.2.1.2 Volume 2, Factor I, Subfactor 2 – AbilityOne, Small Business and Socioeconomic Program Participation

The proposal will be evaluated based on the offeror’s (both large and small businesses) submission of a Small Business Commitment Plan Document (SBCPD) that will describe the extent of small business commitment.

Additionally, the Offeror’s submission shall include the small business goals and actuals for the relevant commercial or government contracts provided for the past performance section of this document.

Note: Submitted information shall cover the entire duration of the contracts submitted, not just for the period of performance that falls in the last three years.

L.2.2 Volume 3, Factor II – Management

The primary goal of the proposal submission for the Management factor is for the offeror to demonstrate that its proposed approach will satisfy the Government’s requirements. The Management factor includes two (2) subfactors – Supply Chain Management and Transition Plan. The offeror shall address the elements listed below for each subfactor to provide the Government with assurances that the offeror’s approach will satisfy the government’s performance requirements and provide seamless Army IPV support for CCAD.

Provide resumes of key personnel as stated in Section 2.3 of the SOW. Resumes will not be counted toward the page limit in L.1.1. List and describe all key personnel (including subcontractor personnel) that are essential to the successful management and oversight of this effort. Describe the qualifications of key personnel to demonstrate their understanding and experience in working with and/or supporting the Government maintenance process. Describe what roles and responsibilities of those personnel will have with respect to managing this effort.

Specifically, identify the Program Manager with overall responsibility for the program in ensuring performance to the solicitation requirements and the minimum qualifications of this position.

L.2.2.1 Volume 3, Factor II, Subfactor 1 – Supply Chain Management

The primary goal of the proposal submissions relating to Supply Chain Management is to demonstrate that the offeror has an adequate supply chain infrastructure (to include personnel, processes, and program-level managerial structure) in place to support the requirements of the solicitation.

L.2.2.2 Volume 3, Factor II, Subfactor 2 – Transition Plan

The primary goal of the proposal submissions relating to the contractor’s transition plan is to demonstrate how the offeror’s execution approach will successfully operate program transition support and to provide assurance that the offeror’s approach will satisfy (or exceed) the performance requirements.

L.2.3 Volume 4, Factor III – Past Performance

The Past Performance volume focuses on the Offeror’s past performance with similar contract requirements. The Offeror’s submission shall include:

L.2.3.1 A list of no more than three relevant Commercial or Government contracts (commodity, size, scope, complexity, supply chain management, facilities, technology, etc.)

performed (ongoing or completed) within the last three calendar years from the date the solicitation is issued. For each contract, the Offeror shall provide a POC, address, current telephone number and email, type of contract, total contract value, average dollar value of the contract per annum, period of performance, and a description of the contractor’s responsibilities and performance under the contract. If the offeror’s experience is not sufficient to provide enough past performance information, provide the experience of any significant partner, joint venture, critical subcontractor, predecessor entity, etc. The offeror shall clearly detail how the experience of the significant partner, joint venture, critical subcontractor, predecessor entity, etc. is relevant to the performance under the proposed contract. In addition, for each contract cited, the Offeror shall provide the following:

A. A listing of the items and/or services provided as an appendix. This appendix does not count towards the page limit listed above.

B. A copy of the contract provided as an appendix. This appendix does not count towards the page limit listed in Table 1.

C. The metrics measured during contract performance and the Offeror’s performance history against those metrics.

D. A list of any problems, discrepancies, or challenges (i.e., late shipments, shortages, overages, damage, defects, mis-shipments, customer dissatisfaction, etc.) experienced for the contracts. Include a brief description of how the Offeror resolved the issue.

E. Any awards, distinctions, or certifications received based on performance (may include private sector awards/certifications).

L.2.3.2 The Offeror should include a narrative for all contracts provided. The narrative shall detail the Offeror’s performance in relation to Factors 1 (Technical Capability) and 2 (Management).

L.2.3.3 The Government may obtain and use past performance information from sources other than those identified by the Offeror including Government automated systems (e.g., Supplier Performance Risk System (SPRS) and Contractor Performance Assessment Reporting System (CPARS)).

Note: Submitted information shall cover the entire duration of the contracts submitted, not just for the period of performance that falls in the last three years.

L.2.4 Volume 5, Factor IV – Price

Volume 5 shall be clearly marked as “Volume 5 – Price Proposal” and all information relating to price must be included in this section. Each offeror must submit one portable document format (PDF) copy and one copy via digital media (Microsoft Excel File) as stated in section L.1.1.

REMINDER: DO NOT DELETE LINES.

Offerors shall provide other than certified cost and pricing data to include cost elements for the following CLINs: 0001, 0002, 0003, 1002, 2002 and 3002. No specific format is required for providing this information. The following are examples of other than certified cost or pricing data elements the Government is seeking:

Basis for costs provided (such as hours and rates utilized) Equipment Costs Freight – Inbound Freight – Outbound General & Administrative (G&A) Inventory Carrying Costs (Cost of Money) IT Costs Obsolescence Costs Other Infrastructure Acquired (non-warehouse) Personnel Costs for Direct Labor (including benefits) Profit / Fee Warehouse Costs

The offeror’s proposal shall contain a written narrative to accompany the pricing that explains the basis for, and methodology used in developing the pricing for each CLIN. Additionally, this narrative shall include the differentiation of the unique elements for the price proposals for each priced CLIN.

L.2.4.1 Material Contract Line-Item Number: DLA sourced material will be purchased under Military Standard Requisitioning and Issue Procedures (MILSTRIP) Signal Code B at the DLA Standard Unit Price (SUP) and therefore not evaluated. Vendor sourced material prices are established and are subject to an Economic Price Adjustment (EPA) on an annual basis pursuant to Procurement Note C09 “Economic Price Adjustment- Department of Labor Index”. Material Contract Line-Item Number (CLIN) will be paid out monthly.

L.2.4.2 All national item identification numbers (NIINs) shall be priced for this action utilizing the Market Basket items as found at RFP Attachment x. The Contractor’s price proposal shall consist of a proposal of the items identified in the Section B – Pricing attachment (Attachment x). Failure to submit a price for each NSN requiring a price may result in an unacceptable price proposal and thus, the offeror may not be considered for award.

Note: For CLIN 0001, evaluation for award is on an all or none basis for the entire population of NSNs identified. Failure to submit a price for each NSN on CLIN 0001 may result in an unacceptable price proposal and may not be considered for award. While evaluation is based on the entire population under CLIN 0001, the actual award may be made for less than the entire population of NSNs in CLIN 0001.

Offerors shall use the Estimated Annual Demand Quantity (ADQ) of items identified in the Section B – Pricing attachment (Attachment x). The estimated quantities provided throughout the CCAD Gen II RFP and its Attachments are based on historical demand and operating conditions. These estimates may not reflect the quantities realized during the CCAD Gen II contract performance.

L.2.4.3 Material Price Formula – This component shall represent the price(s) for material and related material costs only and shall consist of the following elements. Material unit prices shall be carried to two decimal places only-

A. The price(s) obtained by the offeror/contractor for its vendor(s) for the parts B. If transportation is not included in the above parts price, transportation expense to move the parts from the vendor’s facility to the specific customer site or any destination within the continental limits of the U.S., excluding Alaska, as specified in the delivery order. (Freight on Board (FOB) Destination).

C. Expenses related to the preparation for delivery requirements (preservation, packaging, packing, marking and bar coding). The site requirements follow best commercial packaging (i.e., no bar coding). The packaging requirements for any worldwide demand orders for DLA Distribution shipments will be in accordance with the delivery order.

D. Profit for prime contractor and subcontractors at any tier.

L.2.4.4 Material Management CLIN. The material management fee includes all the cost elements for supporting specific customer groups, which are further broken down by site, as shown at SOW Appendix B in the Level of Support Table. As shown in the table each site grouping is designated with a letter from A1 through C4. The material management fees are to encompass the material management fees for all the sites listed within each of the specific site groupings. For each specific grouping, this price is to be stated as a total dollar amount for the base and option period(s). Fixed pricing is established for the level of performance to support demands over a 10-year ordering period, to include a 5-year base ordering period and one five-year option period. Material Management is inclusive of all incidental services including, but not limited to:

A. Bin Management

1. Direct labor associated with material management and distribution of parts to the customer site bins.

2. Direct costs to establish the contractor’s on-site or off-site facility used as a central receiving or storage area for bin replenishment support at specific customer site(s).

B. Overhead (OH) and General and Administration (G&A) expenses C. Profit for prime contractor and, if applicable, subcontractors for these efforts.

L.2.4.5 Kitting Support. Kitting support is a fixed percentage applied to each kit to cover any associated labor costs to assemble and deliver kits CCAD as described in the SOW. The Kitting Surcharge element of the TEP is calculated as follows: =sum of items in each kit [extended kit unit price after surcharge % applied – extended kit unit price before surcharge % applied] * max annual kit order qty. The formula for the kitting surcharge element is shown in Attachment x.

L.2.4.6 Transition CLIN. Fixed Pricing is established for the level of performance to support efforts during the first six-month period to cover transition, inventory build-up, and implementation costs. These costs should include, but are not limited to, staffing, inventory, site activation. Payment for this CLIN will occur monthly during the transition period as milestones are reached in accordance with the proposed transition milestone submitted by the offeror. Transition costs will be included in the total contract price. However, transition costs will not be evaluated as part of the TEP. All proposed transition costs will be evaluated for reasonableness and should be supported by other than formal cost and pricing data in accordance with FAR.15.403-3.