Draft- SECTION LM HQ AMC Armed Security Guard Services r1.docx

24SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

COMMUNICATIONS REGARDING THIS SOLICATION:

Offerors must submit all documentation and proposal contents exclusively via email.

Proposals must be submitted to both of the following Government representative(s):

Name: Areca Cooper, Contracting Officer (KO) Email: areca.e.cooper.civ@army.mil

And

Name: Kashira Caston, Contract Specialist Email: kashira.caston.civ@army.mil

Verbal communications will not be answered to avoid misunderstanding or misinterpretation.

L.1 PROPOSAL SUBMISSION INSTRUCTIONS

The following instructions are for the preparation and submission of proposals. The purpose of this section is to establish requirements for the format and content of proposals so proposals contain all essential information and can be evaluated equitably.

Offerors are instructed to read the entire solicitation document, including all attachments in Section J, prior to submitting questions and/or preparing an offer. Omission of any information from the proposal submission requirements may result in rejection of the offer.

The electronic solicitation documents, as posted on http://www.sam.gov, shall be the "official" documents for this solicitation. All information within the page limitations of the proposal is subject to evaluation. The Government will evaluate proposals in accordance with the evaluation criteria set forth in Sections L and M of this solicitation.

The Government will not reimburse Offerors for any cost incurred for the preparation and submission of a proposal in response to this solicitation.

All proposal information is subject to verification by the Government, and the Government reserves the right to verify information claimed in the proposal through any means available (e.g. CPARS, FPDS-NG, USASpending.gov, customer references, etc.). The Offeror is required to ensure all proposal information submitted is verifiable. If the GSA Source Selection Team detects a high degree of unverifiable, contradictory or unsubstantiated information submitted in an Offeror’s proposal, the Government will end the proposal evaluation, and the Offeror will be removed from award consideration. Falsification of any proposal submission, documents, or statements may subject the Offeror to civil or criminal prosecution under Section 1001 of Title 18 of the United States Code.

L.1.2 PROPOSAL DUE DATE AND SUBMISSION INSTRUCTIONS

Interested offerors shall provide a notice of intent to bid within three (3) business days of the issuance of the RFP if it desires to submit a proposal. Questions or comments should be submitted no later than 5:00PM Central Time on 24 May 2024 to allow for analysis and dissemination of responses in advance of the proposal due date. Late questions or comments are not guaranteed a response prior to the proposal due date. Responses to all questions will be posted by amendment to the RFP on www.sam.gov. To submit and review inquiry items, prospective offerors will need to be a current interested party. Offerors are requested to review the RFP in its entirety and review sam.gov for answers to questions prior to submission of a new inquiry. Information concerning the status of the evaluation and/or award will NOT be available after receipt of proposals.

All proposals must be posted to sam.gov no later than 12:00PM, Central Time on 07 June 2024. Proposals received after this date and time will be considered late and will not be considered for award unless one of the conditions specified in FAR 52.215-1, Paragraphs (c)(3)(ii)(A), (c)(3)(ii)(B), or (c)(3)(iv) apply.

L.2 PROPOSAL FORMAT AND LIMITATIONS

The offeror shall adhere to the following instructions in preparing its proposal in response to this RFP. The proposal shall fully comply with all requirements. FAILURE TO DO SO MAY BE CAUSE FOR REJECTION.

a. General Instructions:

(1)The proposal shall address the requirements specified by this RFP.

(2)Files shall not contain classified data. The use of hyperlinks in proposals is prohibited.

b. Format Requirement

(1) A standard proposal page is defined as letter size paper (8.5"x11"), in portrait format with margins of not less than one inch (1") on both sides, top, and bottom of pages. Standard proposal pages (including Attachment 01 Corporate Experience in Relevant Project Form) shall be prepared using a font type and size equivalent to Times New Roman 11-point font or larger. Any headers or footers may be inside the one-inch (1") margin. Paragraphs must be single spaced or greater. Pages containing pricing data and matrices may be submitted in landscape format on tabloid (11"x17") foldouts. Graphical presentations within the proposal (e.g., charts, graphs, tables, matrices, etc.) may utilize a font type other than Times New Roman but must be clearly legible and shall contain a font size of 8 point or larger. Text not part of the graphical presentation, such as text underneath or above the graph/chart/etc., describing or illuminating the graphical presentation, must be in 11-point font or larger. The graphical presentations may be submitted in landscape format but on standard letter size paper (8.5"x11").

(2) All pages of the proposal shall be numbered. All paragraphs, tables, schematics, etc. of each volume/appendix shall be appropriately labeled, numbered, and cross referenced in the applicable proposal narrative.

(3) Offerors must submit a copy of their proposal in Adobe Acrobat®7.0 or later and virus-free. DO NOT lock or encrypt any of the files. Each of the volumes shall be saved in a separate file. All Price exhibits shall be in Microsoft® Excel® - DO NOT SUBMIT SPREADSHEETS IN ADOBE ACROBAT®,WORD PROCESSING, or OTHER PICTURE FILE FORMAT. Do not embed hyperlinks, macros, movies or sound files in any part of the proposal. Do not "hard code" spreadsheet data if the resulting data is based on a formula. Each file name should contain the Volume number and title for which it pertains to.

(4)Each proposal volume shall include a single cross-reference table to provide a ready reference between the specific RFP requirements and the contents of that specific proposal volume. Cross-reference tables do not count against the page limitations cited herein. When referring to a PWS requirement, do not assign/reference your response to multiple PWS requirements. At no point should the evaluation team have to guess which PWS requirement is being responded to. If application of your response to a PWS requirement is unclear, no credit will be given for that response even if it could have applied to a requirement. It is your responsibility to provide a well writ en proposal. It is recommended to ensure paragraph numbers match PWS numbering.

(5)All information shall be confined to the appropriate volume. Each volume will be evaluated independently and information in one volume will not be applied to other volumes by the evaluation team unless specifically noted below. Therefore, in some instances, information must be stated more than once to clearly show all cases where it applies. The offeror shall confine submissions to essential matters, sufficient to define the proposal in a concise manner, to permit a complete and accurate evaluation of each proposal. Proprietary information shall be clearly marked.

(6) A summary of required proposal volume content and applicable page limitations is provided below:

NOTE: Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government.

L.2.1 PROPOSAL FILES

VOLUME I - General Information (This volume will be checked for compliance but not evaluated):

a. Section 1 -Table of Contents: (No page limitation on this portion of Volume I) Provide detailed table of contents for the overall proposal.

b. Section 2 - Cover Letter: (No page limitation on this portion of Volume 1) The name, title and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually; also, identify those individuals authorized to negotiate with the Government. Provide company/division street address, county and facility code; CAGE code; UEI Number; Tax Identification Number (TIN).

c. Section 3 -Acronym Definitions: (No page limitation on this portion of Volume 1) Provide a list defining any acronyms utilized within the proposal.

VOLUME II – Technical Approach: This volume addresses your comprehensive technical and management approach to accomplish the Government's objectives and requirements identified in the Performance Work Statement (PWS). The offeror's proposal shall include the following subsections:

Section 1 – Technical Excellence:

a. Ensure your proposal describes your strategies for delivering the key results/outcomes required in accordance with the PWS.

b. Describe your approach to preparing, training, and supervising your guard force to execute the contract requirements to provide the 24/7 security of a U.S. Government building complex of four (4) or more buildings and over 700 personnel.

c. Specifically address aspects of your technical approach/methodology that you believe will enhance the efficiency and effectiveness of the program.

d. Explain your strategy for training personnel in key response requirements, including the ability to respond to security breach within 5 minutes of initial alarm, ability to respond to active shoot threat, deescalating incidents.

e. Identify your approach and processes to successfully execute multiple training aspects for screening technology (X-Ray and Magnetometer), semi-annual weapons qualification, and physical fitness training to ensure guards maintain eligibility for the Individual Reliability Program.

f. Explain your approach to ensure key personnel establish professional working relationships with the government offices within the complex to ensure open communications and quick resolution of minor issues.

Section 2 – Management and Processes:

a. Describe your proposed organization sufficiently from Corporate Level to the Guard Force to enable the evaluators to understand the structure, staffing, and key aspects of your management methodology. The proposed staffing in the Technical Volume must be consistent with the staffing addressed in the Price Volume.

b. Describe your methodology to recruit, retain, and train appropriate staffing, to include whether your organization intends to utilize subcontractor labor to fill both regular and key positions.

c. Explain your management approach to accommodate short-term requirements for unique skills and capabilities (surge) and reacting to new situations requiring the timely reallocation or reduction of resources while staying within the Firm Fixed Price proposed.

d. Describe how you intend to minimize turnover and fill short term personnel shortages, e.g. reserve forces, part time, sub-contract labor, etc.).

e. Identify the proposed location and staffing support for your Program Manager (or equivalent). Explain how Program Manager will interface/coordinate to manage operations and services if not on site. Identify the PWS functions to be performed by each team member from Corporate Level to the Guard Force. Detail should be sufficient to allow the Government to evaluate the suitability of the organization to perform the work required by the PWS. If there are plans on changing your organizational structure within the period of performance of this contract, give a general description of the changes. Detailed organizational charts are not required.

c) Section 3 -Key Personnel: This area addresses the key personnel you propose and your approach to providing key personnel over the life of the contract. Key personnel are defined as those whom you regard as critical in your ability to meet your proposal commitments and accomplish the objectives and requirements identified in the PWS.

Your proposed key personnel should be consistent with your overall technical approach. Further, the utilization of key personnel shall align with the technical and staffing approach and shall be clear to evaluators.

a. Approach to Filling Key Positions: Identify your key positions. Describe the qualifications for each key position in your proposed organization and your approach to filling key positions over the life of the contract. Specifically describe your approach for managing attrition of personnel in key positions and response to new requirements.

b. Resumes of Key Personnel: (This section does not count against the page limit for Volume II) Include a resume for each key personnel you propose. The resumes may include general information on each individual, but the primary emphasis of the resumes should focus on substantiating the candidates' credentials for implementing proposed initiatives or fulfilling their technical leadership role in their areas of responsibility. Include training that each candidate possesses required by the PWS. Each resume must not exceed two pages.

IMPORTANT NOTICE: Include resumes only for persons who will be available and assigned to this effort. Include a signed letter of intent for all key personnel whose resumes are provided or an explanation why a signed letter cannot be provided at this time. If you propose a position for which you have not identified a specific employee, state the qualifications for the position and the recruitment approach you will use to fill it.

VOLUME III – Past Performance: The offeror will provide name(s) of the Contract and POCs that can provide evaluations regarding the Firm’s ongoing or completed performance within the past 5 years on up to three (3) but not less than two (2) contracts requiring the following:

(a) Managing a minimum of 15 armed Security Guards protecting a U.S. Government agency facility or commercial facility requiring controlled access. (Clarify the specific duty requirements per that contract’s PWS).

(b) Ability to conduct specialized training to meet enhanced security requirements, respond to Active Shooter/Insider Threat, and properly conducting security screening to a specialized facility.

(c) Management of a personnel reliability program where security guards are continuously monitored and evaluated to ensure their character, trustworthiness, and physical and mental fitness are consistent with prescribed standards.

(IV) VOLUME IV – Price: All price information shall be addressed within the price volume only. All offerors shall complete and submit an excel Pricing Spreadsheet for the proposed price. The Government intends to award the resulting task order on a Firm Fixed Price basis, billed at a monthly rate.

1. The Government is providing a labor planning estimate as follows: (Create Table so that the offerors know how many hours to propose against. – Sample Below)

The labor hours are provided only as a guide, designed to assist potential offerors with their Price Proposal. Offerors may propose total hours which differ from those in the planning estimate; however, you should clearly and specifically describe the basis for those changes and why it would be advantageous from both a performance and cost basis. Unsupported changes may be assessed as a performance risk. Offerors should review PWS to reach their own determination of the skill levels and hours necessary to support this requirement and propose accordingly. The Technical Approach proposal should clearly support offeror adjustments to the planning estimate and cross-reference them to specific innovations or management strategies in the proposal. The Government is providing this estimate above based on historical need and projected requirements. Hours required to perform this effort will not exceed a total of 18 Full-Time Equivalents (FTEs).

2. Price Summary. Offerors shall provide a price summary sheet as the first tab of the price proposal. That summary should clearly address the CLIN structure below. Additional tabs to substantiate the breakout for the base and all option years are required.

CLIN 0001/1001/2001/3001/4001/5001 – 3 Guards 24/7 CLIN 0002/1002/2002/3002/4002/5002 – 1 Guard Loading Dock 8/5 CLIN 0003/1003/2003/3003/4003/5003 – 2 Guard 12/5 CLIN 0004/1004/2004/3004/4004/5004 – 90 Surge Hours

CLIN 0005/1005/2005/3005/4005/5005 – 2 VCC

SECTION M – EVALUATION FACTORS FOR AWARD

1. BASIS FOR AWARD

Award will be made to the Offeror whose proposal provides the best value to the Government based upon evaluation of all submitted quotations using the criteria below and a tradeoff process. By submitting a proposal, an Offeror agrees to perform all the PWS requirements, and the proposal shall reflect its capacity to do so.

"Tradeoff' means that the Government may accept other than the lowest priced proposal, where the decision is consistent with the evaluation criteria and the Government reasonably determines that the perceived benefits of a higher priced proposal warrant the additional price.

"Best value" means the expected outcome of the acquisition that, in the Government's estimation, provides the greatest overall benefit in response to the requirement.

Offerors must furnish sufficient details in their proposal to allow the Government to assess the proposal against the evaluation criteria listed below. Offerors should not simply restate or rephrase the Government's requirements as stated in the PWS.

The evaluation criteria for this acquisition are delineated by factors. The three factors to be applied in the evaluation are Technical Approach, Past Performance and Price. The Technical Approach Factor is more important than the Past Performance Factor, which is more important than the Price factor. All non-cost evaluation factors, when combined, are significantly more important than the Price Factor.

2. EVALUATION OF PROPOSALS

Award will be made to the offeror whose proposal is most advantageous to the Government based upon an integrated assessment of the evaluation factors below:

a. Technical Approach Factor: The Technical Approach Factor will focus on the following key points:

1.Key Point 1, Technical Excellence - The purpose of the Technical Approach Factor is to assess the Offeror's proposed approach to satisfy the Government's requirement. The Government will evaluate the extent to which the Offeror possesses a clear understanding of the technical requirement and the Offeror's expressed ability to successfully perform the requirements. Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each proposal. The requirements of the key points will be evaluated to determine the strengths and weaknesses indicating the overall quality of the approach offered. No sub-rating will be given for the key points; however, the Government will consider as part of determining the quality of the proposal the spread of strengths and weaknesses among the key points and their effect on risk.

2.Key Point 2, Management and Processes - The Government will evaluate the offeror's overall management plan and processes as shown in the offeror's proposal to the submission requirements for Section 2 Management and Processes in the RFP. This includes their approach to organize, staff, lead, plan, coordinate, and control resources to meet the requirements of the performance work statement for successful contract execution. Offeror proposals relying on subcontractors will be rated at a lower score than offeror proposals where the contractor has sole control of staff and resources.

3.Key Point 3, Key Personnel - The Government will evaluate the offeror's proposal for proposed key personnel that possess the experience and capabilities to understand, manage, and accomplish the Government's objectives and requirements. The Government will evaluate the offerors proposal for a sound approach for providing key personnel over the life of the contract.

These key points are of equal importance. Key Points will not be given individual ratings. This factor will be evaluated based on the assessed strengths, weaknesses, risks, and deficiencies of each offeror's proposal.

b. Past Performance Factor: The Past Performance factor will be evaluated based on the assessed strengths, weaknesses, risks, and deficiencies of each offeror's proposal.

The Government will evaluate the offeror's narrative outlining its corporate experience and the offeror's completed Attachment 1 form(s) detailing up to three (3) but not less than two (2) completed projects as the prime that demonstrates specific corporate experience that is relevant to performance under this contract. For past performance to be considered relevant, project must have been completed within the last three (5) years prior to the closing of this solicitation that demonstrate specific corporate experience that is relevant to performance under this contract.

The Government will evaluate whether the offeror's team (meaning collectively the prime contractor consisting of a company or cooperation (or partnering companies or cooperations, e.g., partnership, JV, etc.)) has the necessary breadth and depth of experience in relation to providing the same or similar services as those required in the SOW. Breadth of experience is defined as the offeror's experience in performing the services. Depth of experience is defined as the magnitude, significance, and applicability/relevance of the offeror's experience performing the services. Both quality and/or quantity of the experience will be considered in determining the quality of the corporate experience. The Government will evaluate the offerors technical approach for completing the projects including the labor mix used on projects, and how the offerors handled challenges while performing the projects. The Government may verify the experience stated in Attachment 1.

The Corporate Experience and Technical Approach factor shall be rated in accordance with the scheme set forth below. These ratings include the consideration of risk in conjunction with the strengths, weaknesses, and/or deficiencies identified in the evaluation of factors.

c. Price Factor: The KO will make a determination of price reasonableness based upon receiving adequate competition in response to this solicitation. In the case that a determination of reasonableness cannot be made based upon competition, other procedures as defined in FAR 15.4 will be utilized. If warranted, the Government may assess the price realism, in order to identify the possibility of performance risk. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the opon(s).

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