Section L - Notice to Offerors 20250516_v2.pdf

Electronic Instructions

Section L – Instructions, Requirements, Conditions, & Notices to Offerors

Oracle Consolidated Project (OCP)

RFP #F41999-25-R-XXXX

16 May 2025 Page L1 of L17

SECTION L

Instructions, Requirements, Conditions, and Notices to Offerors

1. GOVERNMENT FUNDING

This requirement is funded by revenue generated by Air Force Morale, Welfare, and Recreation (MWR) programs worldwide. No Appropriated funds or Tax Dollars are used. Offerors are required to meet all solicitation requirements.

2. AMENDMENTS TO SOLICITATIONS

If this solicitation is amended, then all terms and conditions that are not modified remain unchanged. Contractors will acknowledge receipt of any amendment to this solicitation by:

2.1. Signing all amendments; and

2.2. Returning all signed amendments. The NAFI will receive the acknowledgement by the time, date, and location specified for receipt of offers.

3. OFFER PREPARATION INSTRUCTIONS

3.1. Marketing and Informational material will NOT be evaluated and WILL count towards page limits. Failure to submit any of the documents outlined in paragraphs 8-11 (see below) may be a cause for rejection of the offer.

4. PAST PERFORMANCE, TECHNICAL EXPERIENCE

Submit offeror's experience with the same specification/performance/work and complexity as the instant requirement. The offeror will submit evidence outlined in paragraph 11.

5. OFFER SUBMISSION INSTRUCTIONS

Contract Documentation- Offers in response to this solicitation will be submitted in Adobe PDF format to reach the issuing office indicated at page 1 of the solicitation, AF IMT 2641.

Submission of offers will follow the guidance below:

5.1. Only electronic copies of proposals will be accepted via DoD SAFE. Contractors will ensure electronic copies are virus-free.

5.2. Submit Pricing, Technical Performance, and Past Performance as follows:

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5.2.1. One (1) electronic copy of the Contract Documentation that includes complete applicable sections of the RFP. In doing so, the Contractor agrees to the contract terms and conditions as written in the RFP Sections A through K. Each applicable section will be addressed and all applicable back up will be provided.

5.2.2. One (1) electronic copy for Pricing.

5.2.3. One (1) electronic copy for Technical Performance.

5.2.4. One (1) electronic copy for Past Performance.

5.3. Proposals may be modified or withdrawn by written notice only. Modifications to proposals will be received at any time BEFORE the closure of this solicitation and a written notice to withdraw will be received at any time BEFORE the award of the contract. Send written notice by email to mark.ramirez.7@us.af.mil and AFSVC.VPEB.STRATEGICBUSINESS@us.af.mil. Acknowledgement by written response from the Contracting Officer will be obtained. Facsimile proposals, modifications, or withdrawals WILL NOT be considered.

5.4. For proposal delivery, offeror is required to send an email to mark.ramirez.7@us.af.mil andAFSVC.VPEB.STRATEGICBUSINESS@us.af.mil requesting permission to upload to safe.apps.mil. Please include an email which will receive the approval. PLEASE DO NOT REQUEST ACCESS BEFORE 7 DAYS OF THE RFP CLOSE DATE. Once the request is received, the offeror will receive an email from DoD SAFE with a link to submit documentation.

5.5. Delivery of electronic documents will be made NO LATER THAN COB at 2:00

PM, Central Standard Time, on Monday, 16 June 2025.

5.6. In the “Short note to the Recipients” section of DoD SAFE, Proposals will be marked as follows:

Solicitation Number / RFP#: F41999-25-R-XXXX

Air Force Services Center (AFSVC) “Oracle Consolidated Project (OCP)”

Closing Date/Time: 2:00 PM, Central Standard Time, 16 June 2025.

5.7. All offer documentation in response to this solicitation will be English, to include but not limited to Statement of Assurance (SOA), Bonding, and Insurance, when applicable.

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6. EXPLANATION TO PROSPECTIVE OFFERS

6.1. Any prospective Contractors desiring to ask questions or who need an explanation or clarification of the solicitation, drawings, specifications, etc., will submit a request in writing (by email) NO LATER THAN 2:00 PM, Central Standard Time, Monday, 12 May 2025 to allow a reply to reach all prospective Contractors prior to the submission of their offer. Questions will be submitted via email to:

mark.ramirez.7@us.af.mil and AFSVC.VPEB.STRATEGICBUSINESS@us.af.mil.

6.2. The Contracting Officer will respond to all written requests received by the submission deadline no later than 4:00 PM, Central Standard Time, Wednesday, 21 May 2025.

7. FORMATTING & DOCUMENT ORGANIZATION

7.1. The section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. To ensure a timely and equitable evaluation of proposals, the Contractor’s proposal is required to include all data and information requested by Section L: Instructions to Offerors and will be submitted in accordance with these instructions. Contractors are also required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or sub-factors. The Contractor will be compliant with the requirements as stated in the Request for Proposal (RFP) – CLINS and Statement of Work. The Contractor is confirming that its firm will perform all the requirements specified in the solicitation by submitting a proposal. Contractors will clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

7.2. Contractors are expected to examine the drawings, specifications, schedule, and all instructions. Failure to do so will be at the Contractor's risk. The Contractor will provide pricing for each applicable item in accordance with (IAW) Section B:

Supplies or Services and Price/Costs. Additionally, all total price blocks will be completed. In case of a discrepancy between a unit price/cost and an extended price/cost, the unit price/cost will be presumed to be correct, subject, however, to correction to the same extent and in the same manner as any other mistake.

Proposals for supplies or services other than those specified will not be considered unless authorized by the solicitation. Contractors will provide a tentative time for delivery of supplies or for performances of services, unless otherwise specified in the solicitation. Time, if stated as a number of days, will include Saturdays, Sundays, and holidays.

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7.3. Sufficient Detail

7.3.1. The proposal will be clear and will include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal will include at a minimum a narrative addressing each paragraph in Section C (SOO): the technical requirements, qualifications, and deliverables. The narrative will outline the Contractor’s complete understanding of the requirement and how the contractor will fulfill all requirements of Section C.

The Contractor will provide convincing rationale to address how requirements will be met. These instructions are intended to elicit brief and specific responses; however, simply stating that the requirements are understood and that it is the intent to comply with this effort or paraphrasing statements in the RFP is inadequate.

7. 3.2 Contractor will assume that the NAFI has no prior knowledge of their facilities and experience, and evaluation will be based on the information presented in the Contractor’s proposal.

7.4. No Cross-Referencing

Each response to each factor and sub-factor will be self-contained. No cross-referencing between factor and sub-factor responses is allowed.

7.5. Tables of Contents

7.5.1. Each file will contain a detailed Table of Contents to delineate the paragraph and subparagraphs within that file.

7.5.2. The Table of Contents will not count against the page limitations for the respective file.

7.5.3. Contract Documentation will contain a Master Table of Contents, which consolidates the individual Table of Contents for all files (I through IV).

7.6 Lists of Tables and Figures

7.6.1. Each file will contain a list of all tables and figures within that file.

7.6.2. The List of Tables and Figures will not count against the page limitation for the respective files.

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7.7. Glossary of Abbreviations and Acronyms

7.7.1. Each file will contain a glossary of all abbreviations and acronyms used, with an explanation for each.

7.7.2. One glossary may be developed for the entire proposal and provided in each file.

7.7.3. Glossaries DO NOT count against the page limitations for their respective files.

7.8. Proposal Copies

7.8.1 All electronic copies of a contractor’s proposal will be submitted together.

7.8.2. Be sure to identify appropriate markings as described in Section L:

Instructions to Offerors.

7.9. Electronic Copies (E-Copies)

7.9.1. All electronic copies will be submitted in Adobe Acrobat (Portable

Document Format (PDF) Searchable Text Format) and will be virus free.

7.9.2. Sound or video (e.g. MPEG) files will not be embedded in the proposal files.

7.10. Page Format Restrictions and Limitations

7.10.1. Page Format:

7.10.1.1. Pages will be 8.5 x 11 inches, apart from pages used for charts, tables, or diagrams, which will not exceed 11 x 17 inches, and which font will not be smaller than 10 point for charts, tables or diagrams.

7.10.1.2. Text pages will be portrait orientation. Graphics and tables may be landscape orientation, if required, to properly present the information.

7.10.1.3. Pages will be typed with at least a single line spacing.

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7.10.1.4. No condensed fonts are allowed. Font will be Times New

Roman, size 12 point. Headings & Titles/Subtitles may be Times New Roman, not greater than size 14 point.

7.10.1.5. Proprietary statements, security markings, and page numbers can fall within the defined margin area.

7.10.1.6. Each required section within a volume will be numbered consecutively.

7.11.1. Page Limitations

Page limitations will be treated as maximums and will be adhered to.

Pages exceeding the page limitations set forth in Section L will not be read or considered in the evaluation of the proposal. The excess pages will be removed.

7.11.2. Pages NOT Counted in Page Limitation (recommended page limits are included in Table L-2)

7.11.2.1. Cover Pages

7.11.2.2. Table of Contents

7.11.2.3. List of Figures

7.11.2.4. Glossaries

8. FILE ONE – CONTRACT DOCUMENTATION – Complete & Return under File One all

Sections A-K of the RFP (whether fillable or not). In doing so, the Contractor agrees to the contract terms and conditions as written in the RFP Sections A through K.

8.1. File Organization

8.1.1. Executive Summary

8.1.2. Master Table of Contents

8.1.3. Table of Contents

8.1.4. List of Tables and Figures

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8.1.5. Glossary of Abbreviations and Acronyms

8.1.6. Validity Statement

8.1.7. Contact Information

8.1.8. Exceptions to Terms and Conditions

8.1.9. Proposal Sections A – K Completed (include all section whether completion is necessary or not)

8.2. Executive Summary

8.2.1. The Executive Summary is a concise, narrative summary of the entire proposal, including significant risks, and highlights of any key or unique features, excluding price.

8.2.2. The salient features should be tied in with Section M: Evaluation Factors for Award criteria.

8.2.3. Any summary material presented here will NOT be considered as meeting the requirements for any portions of the proposal.

8.3. Standard Proposal Information

8.3.1. Provide a Master Table of Contents for the entire proposal & include in each File.

8.3.2. Provide a Table of Contents for File I

8.3.3. Provide a List of Tables and Figures for File I (If applicable).

8.3.4. Provide a Glossary of Abbreviations and Acronyms for entire proposal & include in each File.

8.4. Validity Statement

Offerors are required to meet all solicitation requirements. The proposal validity period will be at least 180 calendar days from the closing date of this solicitation. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

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8.5. Contact Information

Contractor will provide a single point of contact and one alternate for all matters dealing with its proposal. Provide a name, position title, address, phone number, and email address.

8.6. Exceptions to Terms and Conditions

8.6.1. Contractors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, functional and technical requirements, in addition to those identified as evaluation factors or sub-factors.

8.6.2. Failure to meet a requirement may result in an offer being ineligible for an award. Contractors will clearly identify any exception to the solicitation requirements and provide complete accompanying rationale.

8.6.3. The contractor will list each exception and the related paragraph in the solicitation to which the exception is taken.

8.6.4. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation.

8.6.5. This information will be provided in the format and content of Table L-1 below.

TABLE L-1: SOLICITATION EXCEPTIONS

SOLICITATION

DOCUMENT

PARAGRAPH/

PAGE

REQUIREMENT/

PORTION

RATIONALE

Contract Clause, RFP paragraph, ITO, etc.

Applicable page and paragraph numbers

Identify the requirement or portion to which exception is taken

Justify why the requirement will not be met

9. FILE TWO – PRICING (Reference Section B: Pricing Schedule & Section M: Evaluation Factors for Award, Price Evaluation)

9.1. File Organization

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9.1.1. Table of Contents

9.1.2. List of Tables and Figures

9.1.3. Incremental and Total Price Summary

9.1.3.1. Contractor will propose unit prices for each Contract Line Item (CLIN) and/or Sub- CLIN (SCLIN) – IAW Section B of this solicitation. Failure to provide prices as stated above might result in rejection of the proposal. Total evaluated price will include the base and all option years.

10. FILE THREE – TECHNICAL PERFORMANCE (Reference Section C: Statement of

Objectives (SOO) & Section M: Evaluation Factors for Award, Technical Acceptability)

10.1. File Organization

10.1.1. Executive Summary duplicate of File I

10.1.2. Table of Contents for File III

10.1.3. List of Tables and Figures for File III

10.1.4. Glossary of Abbreviations and Acronyms duplicate of File I

10.1.5. Technical Solution/ Contractor Statement of Work (CSOW)

10.2. Technical Solution/CSOW

10.2.1. The Contractor will/must provide a CSOW. The CSOW defines/explains how the contractor will meet the tasks required to fulfill the requirements of the Section C: STATEMENT OF OBJECTIVES (SOO). The Contractor will provide a written response outlining its technical solution to execute the requirement outlined in each paragraph and subparagraph in the SOO (Section C). “Yes,” “Met,” and other ambiguous responses that do not provide an actual technical solution will be deemed unacceptable. The NAFI will evaluate the CSOW as part of Technical Evaluation (See Section M). The CSOW will be incorporated into the contract award in Section J.

10.2.1.1. Do not include past performance or pricing information as part of the CSOW.

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10.2.1.2. The Contractor will provide a draft project plan/schedule with their CSOW.

10.2.1.3. Marketing and informational will not be included. FALSE CLAIMS ACT: The contractor will certify that the submitted data is current, accurate, and complete. Contractors will be found liable for fraud under the False Claims Act for defective pricing if they deliberately withhold or falsify such information.

11. FILE FOUR – PAST PERFORMANCE (Relevant/Recent) – (Reference Section M:

Evaluation Factors for Award, Past Performance)

11.1. File Organization

11.1.1. Executive Summary (duplication of executive summary in File I, Contract Documentation)

11.1.2. Table of Contents for File IV

11.1.3. Glossary of Abbreviations and Acronyms duplicate of File I

11.1.4. Past Performance Summary related to this requirement

11.1.5. Organizational Structure Change History

11.1.6. Past Performance Information (PPI)

11.2. Organizational Structure Change History, if applicable

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the performance of relevant, present or past efforts, or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal file a “roadmap” describing all such changes in the organization of the Prime Contractor and its team members.

As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the NAFI intends to consider present and past performance information provided by other sources as well as that provided by the Contractor

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(s), the “roadmap” should be both specifically applicable to the efforts identified and general enough to apply to efforts on which the NAFI receives information from other sources.

11.3. Past Performance Information (PPI)

11.3.1. Contractor will provide PPI narratives on at least three (3) recent and relevant projects of similar magnitude and scope of the Air Force Services Center (AFSVC) Services Agency Information System requirements performed within the last five (5) years. Relevancy is more important than quantity of PPI. The NAFI will not consider performance on a contractor submission that occurred more than five (5) years prior to the date of this solicitation. The page limit for the narrative will not exceed six (6) pages per reference. The narrative will include: 1) Customer contact information (i.e. Name, Email, Phone Number, and Mailing Address); 2) A complete description of the scope of the services provided to the customer; 3) The magnitude of the customer requirement;

4) Cost saving initiative initiated during implementation or performance period of the contract; 5) Timeliness and challenges associated with the implementation and lessons learned; and 6) Solutions or adjustments made in response to the challenges in cost experienced. Refer to Attachment 1 as a guide.

11.3.2. Contractors will explain what aspects of the projects are deemed relevant to the proposed effort. Contractors will describe the rationale supporting the assertion of relevance of the submitted requirement to this acquisition. Contractor will clearly link the past performance to the aspects of the Contractor’s proposed efforts.

11.3.3. Contractors will include information regarding efforts accomplished to resolve problems encountered on prior projects as well as past efforts to identify and manage requirement risk. The Contractor is required to demonstrate clear management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. For example, submission of quality performance indicators or other management indicators could show how the Contractor has overcome problems. Submission of this information may allow the Contractor to earn a higher confidence rating.

11.3.4. Subcontractor Consent: PPI pertaining to a subcontractor cannot be disclosed to the Prime Contractor without the subcontractor’s consent.

Provide, with the proposal, with a letter from all subcontractors that will

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Refer to Attachment 2 as a guide.

11.3.5. If the contractor submits past performance information for a subcontractor’s effort, three (3) similar requirements will be submitted for the Prime Contractor and three (3) for the subcontractor.

11.3.6. The NAFI will send Past Performance Questionnaires to the references identified on the PPI for both the Prime & the subcontractor/teaming partner. Please ensure all information is included in PPI to allow for questionnaires to be sent.

12. ACCEPTANCE OF PROPOSALS

The NAFI reserves the right to consider acceptable only those proposals submitted in accordance with the requirements set forth or referenced in this solicitation, that demonstrate an understanding of the issues involved and the scope of the project. All other proposals will be considered deficient and may not be considered for further evaluation or selection.

13. INCURRED COSTS

The NAFI will not be liable for any costs incurred by the Contractors in submitting proposals or oral presentations in response to this solicitation.

14. ORAL REPRESENTATIONS

14.1. This written contract includes the entire agreement between the parties. The NAFI will not be bound by an oral or written representation not included in the written contract or a change of amendments thereto.

14.2. The NAFI will not be bound by any terms on the contractor’s forms or letters unless such terms are specifically agreed to and incorporated into the contract and signed by the Contracting Officer.

TABLE L-2 – PROPOSAL ORGANIZATION

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File Title Page Limit E-Copies

I

CONTRACT DOCUMENTATION 1

Executive Summary 2

Master Table of Contents 4 Recommended page limit

Table of Contents 3 Recommended page limit

List of Tables and Figures (If applicable) 4 Recommended page limit

Glossary of Abbreviations and Acronyms 3 Recommended page limit

Validity Statement Acknowledgement 1

Contact Information 2

Exceptions to Terms and Conditions 10

Proposal Sections A-K Completed UNLIMITED

II

COST/PRICING 1

Table of Contents 3 Recommended page limit

List of Tables and Figures (if applicable) 3 Recommended page limit

Incremental and Total Price Information (Reference

SECTION B, SUPPLIES OR SERVICES AND

PRICES/COSTS)

III

TECHNICAL SOLUTION/CSOW 1

Executive Summary 2

Table of Contents 4 Recommended page limit

List of Tables and Figures 4 Recommended page limit

Glossary of Abbreviations and Acronyms 3 Recommended page limit

Technical Performance Summary 60

IV

PAST PERFORMANCE 1

Executive Summary 2

Table of Contents 3 Recommended page limit

Past Performance Summary 5

Organizational Structure Change History 5

Past Performance Information (PPI) for Prime Contractor

(6 Pgs. for Ea.

reference)

Past Performance Information (PPI) for each Subcontractor

(6 Pgs. for Ea.

reference)

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Attachment 1

SAMPLE PAST PERFORMANCE INFORMATION (PPI)

(The Offeror will fill out one worksheet for each reference. Please type or print clearly.)

OFFEROR SUBMITTING REFERENCE

1. Reference Company/Division Name:

2. Reference Company Physical and Mailing Address (if different):

3. Reference Company Contact (POC):

Name & Title: _____________________________________________

Phone Number: ____________________________________________

Email: __________________________________________________

4. Program/Project title (for similar projects that have been completed within the last ten years):

5. Contract number/solicitation number for referenced project or program (as applicable):

6. Description of the contract/project effort (please include magnitude and level of complexity as compared to our project requirements):

7. Type of contract/project – list all that apply (e.g., Firm Fixed Price, Time and Materials, Cost Plus): ________________________________________

8. Period of performance: ______________________________________

a. Original schedule: ______________________________________

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b. Current or actual schedule: _________________________________

c. Number of project scope or requirements changes over the course of the contract, up to and including product/application sustainment: __________________

d. Primary causes of changes: __________________________________

9. Contract dollar value at time of selection/closing: ______________________

a. Original project dollar value: _________________________________

b. Current or actual value at time of completion: ______________________

c. Number of times it was changed: ______________________________

d. Primary causes of changes: __________________________________

10. Current or actual contract value including all changes and exercise options:

11. Current or actual completion date, and if not complete, percentage of completion:

12. Specify role(s) of any sub-contractors (if any) and the person(s) and/or organization(s) identified as participants in the referenced project (please provide name, title, affiliation, business address, and telephone and fax number for each of the team members):

Name/Title: _______________________________________________

Affiliation: _______________________________________________

Business Address: ___________________________________________

Telephone & Fax Numbers: _____________________________________

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Attachment 2

SAMPLE SUBCONTRACTOR/TEAMING PARTNER CONSENT LETTER

FOR THE RELEASE OF PAST PERFORMANCE INFORMATION

TO THE PRIME CONTRACTOR

Dear “Contracting Officer:”

We are participating as a (insert “subcontractor” or “teaming partner”) with (insert name of prime contractor or name of entity providing proposal) in responding to the Air Force Services Center (AFSVC) Request for Proposal, RFP number –F41999-25-R-XXXX, for Oracle Consolidated Project (OCP).

We understand that the NAFI is placing increased emphasis on past performance to obtain the best value in source selections. To facilitate the performance confidence assessment process, we are signing this consent letter to allow you to discuss our past performance information with the prime contractor during the source selection process.

Signature and title of individual who has authority to sign for and legally bind the company

Date

[END OF SECTION L]