Attachment_5_-_Section_L,_Instructions_to_Offerors.pdf

SECTION L

INSTRUCTIONS TO OFFERORS

L-1. GENERAL INSTRUCTIONS

A. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. This section provides general guidance for preparing proposals as well as specific instructions on the format and content of proposal submission. The offeror’s proposal must include all data and information listed in Section L and must be submitted in accordance with the instructions. The Government may consider any offeror who submits an incomplete package or does not conform to the instructions provided in Section L as a potential indication of poor performance and what could be expected from the offeror during contract performance.

B. Offerors are required to meet all solicitation requirements, including terms and conditions, and representations and certifications, in addition to those identified as evaluation subfactors. Failure to meet a requirement may result in an offeror’s proposal being ineligible for award.

C. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale supporting the exception no later than ten (10) calendar days prior to the closing date of the solicitation.

D. Offerors are advised to submit adequate information to enable evaluators to fully ascertain the offeror’s capability to perform the requirements of the solicitation. The proposal shall be clear and include sufficient detail for effective evaluation and for substantiating the validity of the past performance information. The data submitted in the proposal shall be complete and concise.

E. Offerors shall assume the Government has no prior knowledge of their experience and capabilities, and will base its evaluation solely on the information presented in the offeror’s proposal.

F. Clarification of source selection information after submission of the proposal package between the Government and offerors will be controlled by the Contracting Officer. Email may be used to transmit 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. Encrypted emails can be sent to the points of contact (POC) listed in Section L, para L-2.A. Otherwise, source selection information will be transmitted via direct mailing or Safe Access File Exchange (SAFE) at https://safe.amrdec.army.mil/safe/welcome.aspx. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

G. For this solicitation, competition for Tier 1 will be set-aside for 8(a) concerns restricted to Colorado and Wyoming districts only. Provide a copy of the Small Business Administration (SBA) letter certifying your concern is located in one (1) of these districts. All other 8(a) Business Development Participants are deemed ineligible to submit offers. SBA will make a determination on eligibility including bona-fide place of business for presumptive 8(a) awardees. The competition for Tier 2 will be set-aside for small business concerns nationwide.

H. 8(a) Joint Ventures: If the offeror is a joint venture, the offeror shall provide all required solicitation information for all parties including a copy of the signed and dated Joint Venture Agreement with their proposal. The Joint Venture Agreement shall include information, which

DRAFT

https://safe.amrdec.army.mil/safe/welcome.aspx identifies the responsibilities for each entity under the subsequent contract. The Joint Venture Agreement shall demonstrate the relationship between the firms and identify contractual relationships and authorities to bind each entity of the joint venture. For Subfactors 1 and 2, the Joint Venture shall submit as one offeror.

If a joint venture is contemplated, it is the responsibility of the offeror to advise their assigned Small Business Administration (SBA) Business Opportunity Specialist (BOS) as soon as possible and submit the Joint Venture Agreement in advance to the BOS to ensure adequate time for a regulatory compliance review. The joint venture agreement must be received by the SBA prior to the proposal due date to allow for processing and SBA approval before award of any resultant contract. Any corrections and/or changes requested must permit adequate review time by the BOS before the proposal due date. No corrections and/or changes are allowed after submission of proposals. Further, the SBA must approve all joint venture agreements no later than 60 days after the proposal close date and prior to the award or resulting contracts. For a competitive 8(a) set-aside, a joint venture comprised of at least one (1) 8(a) participant must be approved by the SBA prior to award. A joint venture agreement or addendum that has not been approved by the SBA is not eligible for award.

I. All Other Joint Ventures: For joint ventures not involving 8(a) concerns, the finalized joint venture agreement must be provided by time of contract award and a notarized Letter of Intent to form a joint venture must be submitted with the proposal. The offeror’s Letter of Intent must identify the contractor team arrangements and fully disclose the company relationships in the proposed joint venture. The joint venture need not be registered in SAM.gov at time of proposal submission, but each partner in the partnership or joint venture must be registered at the time of submission and the joint venture must be registered in SAM.gov prior to contract award. A prospective joint venture’s size must be compliant with the size standard of NAICS 236220.

If an all-small joint venture is contemplated, it is the responsibility of the offeror to advise their assigned SBA Advisor as soon as possible and submit the All-Small Joint Venture Agreement in advance to the SBA Advisor to ensure adequate time for a regulatory compliance review. The all-small joint venture agreement must be received by the SBA prior to the proposal due date to allow for processing and SBA approval before award of any resultant contract. Any corrections and/or changes requested must permit adequate review time by the SBA Advisor before the proposal due date. No corrections and/or changes are allowed after submission of proposals. The SBA must approve an all-small joint venture agreement no later than 60 days after the proposal close date and prior to the award or resulting contract.

Either party to the joint venture may submit performance information on behalf of the joint venture. Joint venture performance will be evaluated and rated based on either party’s performance.

J. Teaming/Partnering: If the offer is based on a teaming/partnering (prime contracting/sub-contracting) relationship, the offeror shall provide all required solicitation information for all parties including a copy of the signed and dated teaming/partnering (prime contracting/sub-contracting) relationship agreement. The agreement shall include information, which identifies the responsibilities for each entity under the subsequent contract. The agreement shall demonstrate the relationship between firms and identify contractual relationships and authorities to bind each entity of the teaming/partnering (prime contracting/sub-contracting) relationship. For Subfactors 1 and 2, the team/partner shall submit as one offeror.

K. If a company has multiple business ventures, only one of their business ventures will be allowed to submit a proposal. The intent of the FRMACC program is to receive multiple offers with independently prepared proposals that foster competition.

L. For information regarding the Small Business Administration’s (SBA) Mentor-Protégé Program see:

http://www.sba.gov/content/mentorprotege-program. SBA Mentor-Protégé Agreements require SBA approval prior to award of a contract.

M. If the joint venture, teaming agreement, or mentor-protégé dissolves prior to contract award, the

Government reserves the right to determine an offeror ineligible for award. If a joint venture, teaming agreement, or mentor-protégé dissolves after contract award, the Government reserves the right to terminate the contract for default. All changes to joint venture, teaming agreement, or mentor-protégé after award shall be approved by PCO and/or SBA.

N. In accordance with Federal Acquisition Regulation (FAR), Subpart 4.8, Government Contract Files, the Government will retain the original copy of all unsuccessful proposals. Any additional copies of unsuccessful proposals will be destroyed.

L-2. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. Government Points of Contact: The Contracting Officer (CO) and Contract Specialists (CS) are the only points of contact for this acquisition. Address any questions or concerns regarding this solicitation in writing via email to the following:

Contracting Officer: Ms. Christina Leary, christina.leary@us.af.mil Contract Specialists: TSgt Jemimah Griggs, jemimah.griggs@us.af.mil

Mr. Keith Dastur, keith.dastur.1@us.af.mil Organization Box: 21CONS.PKA.FRMACC@us.af.mil

Exchanges of source selection information between Government and offerors will be controlled by the CO. The deadline for all questions, concerns, and/or requests for clarification is no later than 10 calendar days prior to the proposal due date listed in SF 1442, Block 13. The decision whether to respond to questions, concerns, and requests for clarification made less than 10 days prior to the RFP closing shall be at the sole discretion of the CO. All timely questions will be answered officially through posting on FBO. Failure of a prospective offeror to submit any questions will be construed that the prospective offeror fully understands all requirements of the solicitation.

B. Electronic Reference Documents: This is an all-electronic solicitation release. Hard copies are not available. The Government will post all information pertaining to this solicitation and award of this requirement to the Federal Business Opportunities (FedBizOpps) website at http://www.fbo.gov.

It is the responsibility of each offeror to review the website for posting of amendments and updates or changes to current information. Potential offerors are encouraged to subscribe for real-time e-mail notifications for updates to this solicitation.

http://www.sba.gov/content/mentorprotege-program mailto:christina.leary@us.af.mil mailto:jemimah.griggs@us.af.mil mailto:keith.dastur.1@us.af.mil mailto:21CONS.PKA.FRMACC@us.af.mil

C. Discrepancies: If an offeror believes the requirements in this solicitation contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing via email with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the error or omission. Offerors are reminded the Government reserves the right to award this effort based on the proposal, as received, without discussions.

D. Amendment(s) to the Solicitation (if applicable): The Government reserves the right to revise or amend the solicitation documents prior to the date of receipt of proposals. Amendments to the solicitation will be posted to FedBizOpps.gov. It is the offeror’s responsibility to check the website periodically for any amendments to the solicitation. Changes to the solicitation can only be made by the issuance of an amendment. If this request for proposal (RFP) is amended, all terms and conditions not revised will remain unchanged and in full force and effect. Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the offeror’s proposal. Any unacknowledged amendments in the offeror’s proposal will be considered non-responsive and thus ineligible for award.

E. Acceptance Period: The Government requires a minimum acceptance period of 300 calendar days from the date of receipt of offers as stated in SF 1442 Section A, Block 13D of the contract/ solicitation; however, offerors may specify an acceptance period exceeding the Government’s minimum requirement.

F. Incurred Expenses: The Government is not responsible for any costs incurred or associated with the preparation and submission of a proposal in response to this solicitation.

G. Proposal Copies: The offeror’s proposal shall be submitted both electronically (using CD-R or DVD- Rs) and in hard copy formats. The “original” proposal shall be identified. The content and page size of electronic copies must be identical to the hard copies. The electronic proposal shall be delivered concurrently with the hard copy proposal. Each CD-R or DVD-R shall be marked with the RFP Number FA251719RA016 and the offeror’s name and address. If files are compressed, the necessary decompression utility must be included. The electronic copies of the proposal shall be submitted in formats readable by Microsoft (MS) Office Applications 2016® and Adobe Acrobat DC, as applicable. The content and page size of the electronic copy must be identical to the hard copy proposal.

Offerors are cautioned the original hard copy form of the offeror’s proposal shall take precedence if any inconsistencies or discrepancies exist between the offeror’s original hard copy proposal and the documents submitted on electronic media. Be sure to apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

H. Page Limitations: Page limitations shall be treated as maximums. The past performance volume shall not exceed 125 pages. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Each page shall be counted except the following: executive summary, blank pages, title pages, table of contents, tabs, glossaries, SF 1442, SF30, 8(a) status, Financial Responsibility Letter, Bonding Capability Letter, and CPARS or similar industry project evaluation.

I. Page Size and Format:

1. A page is defined as each face of a sheet of white paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5” x 11” and pages shall be numbered sequentially. Margins shall be no smaller than 1-inch and be single-spaced with 1.5 line spacing between paragraphs. All font shall be Times New Roman, black, and the size shall be no smaller than 10 point except for the reproduced sections of the solicitation document (CPARS or similar industry project evaluation). These limitations shall apply to both electronic and hard copy proposals.

2. Each page containing proprietary information should be so marked to include those prescribed in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

J. Glossary of Abbreviations and Acronyms: The volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for the past performance proposal volume.

K. Binding and Labeling: The Past Performance Proposal Volume should be bound in a white, three-ring, loose-leaf binder permitting the volume to lie flat when open. Staples shall not be used. A cover sheet should be included identifying original or copy number, volume title, solicitation identification, and the offeror’s name. The same identifying data should be placed on the spine of each binder. Elaborate formats, color presentations, brochures or documentation, binding, detailed artwork, or other embellishments are not desired or required.

L. Volume Organization/Page Limit/Number of Copies: The Past Performance Proposal Volume shall contain a table of contents. Tab indexing shall be used to identify sections. The proposal shall consist of one (1) volume as set forth in Table 1, Past Performance Proposal Volume. Tab titles, copy quantities, and page limits shall comply with Table 1.

Table 1 – Past Performance Proposal Volume

TAB DESCRIPTION NUMBER OF

HARD COPIES

NUMBER OF

ELECTRONIC

COPIES

PAGE

LIMIT

A Contract Documents 3 (1 original plus 2 copies) 1 5

Executive Summary N/A Tier Selection 1 Standard Form (SF) 1442, Solicitation, Offer, and Award N/A

SF30, Amendment of Solicitation/ Modification of Contract N/A

Financial Responsibility Letter N/A

Bonding Capability N/A Organizational Structure Change History 2

Consent Letter 1

Client Authorization Letter 1

8(a) Status N/A

TAB DESCRIPTION NUMBER OF

HARD COPIES

NUMBER OF

ELECTRONIC

COPIES

PAGE

LIMIT

B Past Performance Documents 3 (1 original plus 2 copies) 1 120

Past Performance Citations 30 Past Performance Questionnaire 90 CPARS or Similar Industry Project Evaluations

N/A

M. Proposal Submission: Proposals shall be submitted in a sealed package. All proposals shall be received prior to the time and date specified in the SF1442, Block 13. Upon receipt, the Government will identify time and date on the package. All proposals must show the solicitation number, and the offeror’s POC name, address, and phone number. Proposals shall only be accepted if they are delivered by mail or hand-carried. No other means of delivery will be accepted. Any delay based on base access, to include delivery carrier services, will not be accepted as a reason for late receipt of the proposal by the Government. All proposals shall be clearly identified, addressed to the CO, and mailed or hand carried to:

21 CONS/PKA (MACC)

ATTN: CHRISTINA LEARY

DO NOT OPEN

RFP Number FA251719RA016

135 DOVER ST., STE 2204

PETERSON AFB, CO 80914

N. Access to Base Facilities: Offeror should allow sufficient time to arrive and submit the proposals to the Contracting Office no later than the time and date listed in SF 1442, Block 13.A. The 21st Contracting Squadron is located in Bldg 350, Suite 2204 on Peterson Air Force Base. All access to this installation is strictly controlled and individuals not affiliated with the installation must obtain a visitors pass from the Visitor Control Center at the west/main entrance gate prior to entrance.

Offerors must identify to the CO in writing via e-mail no later than five (5) working days of the time and date listed in SF 1442, Block 13.A, that they require a visitors pass, so a letter can be submitted to the Visitor Control Center granting access. Further, the Air Force may conduct random exercises which may require the closure of the west/main entrance gate and the utilization of an alternate base entry. Offerors are responsible for gaining base entry to ensure timely proposal submission.

Late proposals will be processed IAW FAR 52.215-1(c), Submission, Modification, Revision, and Withdrawal of Proposals.

L-3. PAST PERFORMANCE VOLUME

Each offeror shall submit a past performance volume with its proposal to include the following tabs.

Tab A: Contract Documents

1. Executive Summary: Offerors shall submit a brief summary of the company, the company/division name, address, county, Commercial and Government Entity (CAGE) Code, Data Universal Numbering System (DUNS) Number, small business status/category, and the name(s), email address(es), and telephone number(s) of the principal person(s) authorized to contractually bind the offeror.

2. Tier Selection: The offeror shall specify the tier level they will be participating in for this solicitation. The tier level will either be Tier 1 or Tier 2, but cannot be both (see Attachment 4a for explanation of tiers).

3. Standard Form (SF) 1442, Solicitation, Offer, and Award:

a. Submission Time/Date: IAW Section L-2 para L, one (1) original hard-copy and eight(8) additional hard copies, along with one (1) electronic copy must be submitted prior to the time and date listed in SF 1442, Block 13.A.

b. Proposal Acceptance Period: The proposal acceptance period is specified in SF 1442, Block 13.D. The offeror shall make a clear statement in their proposal that the proposal is valid through this date.

c. The offeror is to complete SF 1442, Blocks 14 – 20C, as applicable and sign and date.

Block 20A must be signed by an official authorized to contractually bind the offeror. By signing, dating, and submitting the SF 1442, the offeror accedes to the contract terms and conditions as written in the solicitation and all amendment(s), with attachments and constitutes an offer in which the Government may accept. The hard copy SF 1442 shall have an original wet signature. If proposing a joint venture, offerors shall provide the DUNS Number and CAGE Code for the members of the joint venture.

d. Offerors shall acknowledge receipt of any amendment in SF 1442, Block 19. Any unacknowledged amendments in the offeror’s proposal will be considered non-responsive and thus ineligible for award.

e. The offeror is to complete the necessary fill-ins and certifications for Sections F through

I, and K. For Sections F through I, the offeror shall only submit those pages requiring a fill-in and for Section K, the offeror shall submit the section in its entirety. If the offeror identifies that paragraph (d) of provision 52.204-8 does not apply, the offeror shall submit all applicable representations and certifications identified as applicable under the provision.

4. SF30, Amendment of Solicitation/Modification of Contract: The offeror is to complete SF30, Blocks 8 and 15 (A – C) for each amendment issued under this solicitation and provide a signed copy with the offeror’s proposal.

5. Financial Responsibility Letter: Offerors shall provide a letter from the offeror’s financial institution(s) authorizing the Contracting Officer to verify the offeror’s financial responsibility.

Offerors shall complete page one (1) of Attachment 7, Financial Information Request. Once completed, the offerors shall provide and instruct their financial institution to complete page two (2) and return Attachment 7 directly to the CO. This letter will be used in the Contracting Officer’s determination of responsibility. Offerors are responsible for ensuring the CO receives Attachment 7 no later than the time and date listed in SF 1442, Block 13.A. Any Attachment 7 received from the offerors or included in their past performance proposal volume will not be evaluated.

6. Bonding Capability: Offerors shall demonstrate its capability to provide payment and performance bonds, from an acceptable surety IAW FAR 28.202 Acceptability of Corporate Sureties, to meet the potential aggregate amount of $10 Million. Offerors shall complete page one (1) of Attachment 8, Bonding Information Request. Once completed, the offerors shall provide and instruct their bonding surety to complete and return Attachment 8 directly to the CO confirming bonding capability. This letter will be used in the Contracting Officer’s determination of responsibility. Offerors are responsible for ensuring the CO receives Attachment 8 no later than the time and date listed in SF 1442, Block 13.A. Any Attachment 8 received from the offerors or included in their past performance proposal volume citation will not be evaluated.

7. Organizational Structure Change History: 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 time of performance of relevant 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 volume a "roadmap" describing all such changes in the organization of the company.

As part of this explanation, show how these changes impact the relevance of any efforts the offeror identifies for past performance evaluation/performance confidence assessment. Since the Government intends to consider past performance information provided by other sources as well as that provided by the offeror(s), the "roadmap" should be both specifically applicable to the efforts identified and general enough to apply to efforts on which the Government receives information from other sources.

8. Consent Letter: The offeror shall complete and submit Attachment 9, Consent Letter, executed by any potential subcontractors, teaming partners and/or joint venture partners (if applicable), authorizing release of adverse past performance information to the offeror so the offeror can, in turn, respond to such information.

9. Client Authorization Letter: Past performance information concerning private sector contractors, subcontractors and joint venture partners cannot be disclosed to the Government without their consent. For each identified effort for a commercial customer, the offeror shall complete and submit Attachment 10, Client Authorization Letter, authorizing release of the requested information on the offeror’s performance to the Government. The Government requires this consent prior to contacting commercial customers to assess the offeror’s past performance.

10. 8(a) Status: The offeror shall provide a copy of the letter from the Small Business Administration (SBA) showing proof of 8(a) status and having a bona-fide place of business in Colorado or Wyoming districts.

Tab B: Past Performance

The offeror shall submit up to six (6) total recent and relevant past performance citations (Government or Commercial) for the prime, joint venture members, teaming/partnering (prime contracting/sub-contracting) relationships, and mentor-protégé members. Citations should encompass work performed during the past three years from the date of solicitation issuance (SF 1442 Block 3), which includes at least 65% of documented performance during the three-year period and demonstrates the offeror’s ability to perform on the proposed effort. The Government will use data provided by each offeror in this volume and data obtained from other sources in the evaluation of past and present performance. Past performance will be evaluated with the following criteria:

1. Past Performance Citations: Offerors should provide project information not contained in PPQ Section 1, CPARS, or similar industry project evaluations to explain the scope, complexity and magnitude of work performed in the citation. Offerors should include a summary on areas they consider relevant in demonstrating their ability to perform under the multiple award construction contract program. Each past performance information citation shall include the following:

a. Subfactor 1 – Disciplines: Offerors shall submit up to four (4) past performance information citations, identifying active or completed, recent and relevant projects, IAW Section M of this solicitation. If in a teaming/partnering (prime contracting/sub-contracting) relationship, at least 3 citations should encompass work performed by the prime.

b. Subfactor 2 – Design-build. Offerors shall submit up to two (2) past performance information citation, identifying active or completed, recent and relevant projects, IAW Section M of this solicitation. If in a teaming/partnering (prime contracting/sub-contracting) relationship, at least 1 citation should encompass work performed by the prime.

2. Past Performance Questionnaire (PPQ):

a. PPQ Section 1 (Attachment 11): Offerors shall provide a PPQ for each citation. Offerors shall complete Section 1 of the PPQ electronically, using the format set in the PPQ template, for each past performance information citation and provide with the past performance proposal volume. Offerors are responsible for ensuring accuracy of all information, to include current contact information on references provided. Hand-written PPQs or modifications to the PPQ template will not be accepted for evaluation.

b. After offerors complete PPQ Section 1, they will provide the PPQ in its entirety (Sections 1-

4) to the project’s customer/contracting office (evaluators), instructing them to complete Sections 2 – 4.

c. Evaluators shall submit the entire completed PPQ directly to the Government via mail, to be received no later than the time and date listed in SF 1442, Block 13.A. Once the evaluator submits the completed PPQ, the information contained therein shall be considered source selection sensitive information IAW FAR 3.104-4 and shall not be released to the offeror. Encrypted emails with completed PPQ information can be sent to the POCs listed in Section L, para L-2.A. Failure to provide the PPQs could impact an offeror’s past performance evaluation rating. Completed PPQ Sections 2-4 will only be evaluated from the evaluators and not from the offeror.

Mail the PPQ to:

21 CONS/PKA (MACC)

ATTN: CHRISTINA LEARY, CONTRACTING OFFICER

DO NOT OPEN

PAST PERFORMANCE INFORMATION – RFP FA251719RA016

135 DOVER ST., STE 2204

PETERSON AFB, CO 80914

3. CPARS or Similar Industry Project Evaluations. Offerors shall provide all CPARS or similar industry project evaluations (if applicable) for the citations provided, IAW Section M, para C.3.1.