1. FEMS IV Section L 8.30.22.pdf

Section L - Instructions, Conditions, and Notices to Offerors or Respondents

L-I. INSTRUCTIONS TO OFFERORS

1.1. General Information

1.1.1. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. The term “offeror” means the prime contractor submitting the proposal. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the solicitation may cause their proposal to be determined as unacceptable and therefore, not considered eligible for award. Offerors shall submit only one proposal as the Government will review only one proposal per offeror. All proposals shall be delivered electronically using the PIEE Solicitation Module (https://piee.eb.mil). (Further information on the PIEE Solicitation Module can be found at: https://pieetraining.eb.mil/wbt/xhtml/wbt/sol/index.xhtml.) Proposals must be received no later than the date and time listed in block 9 of the SF 33. The maximum file size that can be uploaded into the PIEE Solicitation module is 1.9 GB. Offerors submitting proposals via the PIEE Solicitation Module should follow up via email to confirm receipt. Offerors are responsible for confirming the Government received their respective proposal submission and subcontractor submissions prior to the proposal due date. NOTE: Proposal receipt after the due date and time shall be governed by the provisions of FAR 52.215-1(c)(3). The electronic copy shall be identified as the “original” proposal. Proposals must be received no later than the date and time specified in Block 9 on the first page of the solicitation. Offerors are responsible for confirming receipt of their proposal and are encouraged to submit proposals early to ensure they are received timely. No faxed or e-mailed proposals will be accepted.

1.1.1.2. Points of Contact (POC):

Procuring Contracting Officer (PCO) Patricia Bates, patricia.bates@spaceforce.mil

Contracting Officer (ACO) Abigail Bultman, abigail.bultman@spaceforce.mil

1.1.2. Submission: To enable the government to successfully view the proposals electronically, the offeror’s electronic copy of the proposal shall be submitted in Adobe Portable Document File (PDF) format. For files prepared in MS Excel XLS format, the XLS file shall have open cells allowing the Government to view/evaluate all formulas. Prime and subcontractors shall identify proposals with “Source Selection Information--See FAR 2.101 and FAR 3.104--Controlled Unclassified Information.”

1.1.3. Discrepancies, Errors, Omissions and Questions:

1.1.3.1. If an offeror considers the requirements in these instructions to contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the POC above in writing with supporting rationale as well as the remedies the offeror is asking the POC to consider as related to the omission or error. Government responses to questions will be placed on System for Award Management (SAM.gov) website ensuring access by all offerors.

1.1.3.2. Address all questions or concerns to the POC listed above using the format provided in the Question and Answer Template, Section J, Attachment 6 “Question and Answer Template.” Offerors are encouraged to submit all questions and requests for clarification as stated in Section J, Attachment 6.

All questions shall be submitted no later than the 19th August 2022 at 1:00pm. The decision to respond to untimely questions and requests shall be at the sole discretion of the PCO.

1.1.1.1. The Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

1.1.2. Electronic Reference Documents: All referenced documents for this solicitation are available on SAM.gov. Potential offerors are encouraged to subscribe to receive real-time email notifications when information has been posted to the website for this solicitation.

1.1.5 Communications: Exchanges of source selection information between Government and offerors will be controlled by the PCO. Email may be used to transmit such information to offerors only if the email can be sent and received encrypted and includes “Source Selection Information - See FAR 2.101 & 3.104 - Controlled Unclassified Information” in the subject line.

1.2. Volume Organization

1.2.1. General: Proposals shall be submitted to the Government in 4 separate volumes as set forth below:

VOLUME DESCRIPTION PAGE LIMITS Electronic Copies

Volume I Factor 1: Technical Capability

45 Pages Adobe Portable Document File (PDF)

Volume II Factor 2: Past Performance

N/A Adobe Portable Document File (PDF)

Volume III Factor 3: Price None, but offeror shall use Section J, Attachment 8 “Price Schedule Template”

Adobe Portable Document File (PDF) AND Microsoft Excel

Volume IV Other Administrative Documents

None Adobe Portable Document File (PDF)

1.2.2. In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1.2.2.1. Each proposal will consist of four separate volumes. The four volumes shall be labeled Volume I

– Factor 1: Technical Capability, Volume II - Factor 2: Past Performance, Volume III - Factor 3: Price, and Volume IV – Other Administrative Documents. Proposals shall be in the English language and all monies shall be proposed in United States dollars. Block nine on the first page of the solicitation has the due date and time. Offerors should allow for sufficient time to confirm Government receipt of their proposal to ensure their respective proposals are delivered by the due date and time. Late proposals will be processed in accordance with provision FAR 52.215-1 “Instructions to Offerors-- Competitive Acquisitions.”

1.2.2.2. Offerors shall use Times New Roman 12 point font in all volumes, excluding any charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, shall not be greater than 11” x 17”. Each volume within the proposal shall be separately tabbed and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively.

1.2.2.3. Offerors are cautioned that any pages that exceed the page limitations will not be considered in the evaluation. Page limitations may be placed on responses to evaluation notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself.

1.2.2.4. Each page containing proprietary information shall be so marked.

1.2.2.5. Each page should contain the following statement at the bottom of each sheet:

Source Selection Information--See FAR 2.101 and FAR 3.104--Controlled Unclassified Information

1.2.2.6. The Government reserves the right to revise and amend the solicitation prior to the proposal closing time. Such revisions or amendments will be communicated by amendment(s) to this solicitation.

If such amendments require material changes in quantities or prices, the proposal closing date may be postponed to enable offerors to revise proposals. In such cases, the amendment will include announcement of the new proposal closing date and time. Amendments will be posted at SAM.gov with the solicitation documents without notice. Offerors are responsible for accessing all amendments prior to proposal submission at SAM.gov.

1.2.3. Volume I – Factor 1: Technical Capability

1.2.3.1. General: The Technical Capability Proposal shall be clear, concise, and include all the information required in sufficient detail for effective evaluation. The proposal shall not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet or exceed these requirements. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in each offerors technical capability proposal.

1.2.3.2. Format and Specific Content: The following information shall be provided in the Technical Capability proposal and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Section M, Evaluation Basis for Award. The written Technical Capability proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements as set forth in the Statement of Work (SOW). For each subfactor, the offeror shall identify risks, if any, 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.

Subfactor 1: Program Management

Subfactor 2: Management of Personnel.

1.2.4. Volume II – Factor 2: Past Performance

1.2.4.1. The Past Performance Volume shall consist of the Past Performance Facts Sheet and shall be submitted summarizing a maximum of 5 active or completed contracts (with at least one year of performance history) in the past 5-years from the issuance date of the Request for Proposal (RFP), that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort.

1.2.4.2. The Past Performance Volume shall consist of the Subcontractor/Teaming Partner Consent Form.

Consent form shall be completed by the team member(s) and/or critical subcontractors identified in your proposal.

1.2.4.2. Past Performance Questionnaires shall be submitted by contract evaluator for 5 active or completed contracts (with at least one year of performance history) in the past 5-years from the issuance date of the RFP, that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort.

1.2.5. Volume III – Factor 3: Price

1.2.5.1. The Price Volume shall consist of the completed Section B.

1.2.5.2. The Price Volume shall consist of the completed Section J, Attachment 8 “Price Schedule Template.”

1.2.6. . Volume IV, The Other Administrative Documents Volume shall consist of the completed and signed solicitation, to include any amendments issued, with a cover letter delineating any exceptions taken to the solicitation terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the solicitation may cause the proposal to be determined unacceptable and therefore not considered eligible for award. Include a statement of the period for which the proposal is valid (not less than 200 calendar days).

1.2.6.2. Provide completed Section A.

1.2.6.3. Provide completed Section I.

1.2.6.4. Provide completed Section K.

1.2.6.5. Provide company/division’s registration information as specified in Section L, Section 2.4.1.4.

1.2.6.6. Provide copy of registration for the Office of Federal Compliance Programs (OFCCP).

1.2.6.7. Provide a copy of the VETS 4212 Federal Contractor Veterans’ Employment Report filed for the preceding fiscal year.

LII. Specific Instructions

2.1. Volume I – Factor 1: Technical Capability

2.1.1. General: The Offeror’s proposal should be specific, complete, and address the technical solution for meeting or exceeding the Government’s minimum performance or capability requirements of each technical Subfactor.

2.1.2. Subfactor 1: Program Management

2.1.2.1. Provide the approach to integrate Fire Emergency Service (FES), Emergency Management (EM), and Emergency Medical Services (EMS) response IAW SOW Section 1.

2.1.2.2. Address how offeror will interface with Patrick Space Force Base (PSFB) Office of Emergency Management (OEM), Brevard County OEM, Kennedy Space Center, Space Launch Delta 45, the PSFB Fire Department, and the FEMS IV Program Management Directorate.

2.1.2.3. Provide a complete organizational chart depicting the organization functions to be performed IAW the SOW. This detailed organizational chart shall depict offeror’s organizational structure for all FES, EM, and EMS positions to include the EMS Director. Identify the reporting chain for daily operations and mission events. Identify which positions are considered key personnel and which are subcontractor positions.

2.1.2.4. Provide the position description(s) of the FES section managers to include a brief description of their qualifications (DOD/IFSAC/Pro-Board certificates are sufficient for FES personnel) IAW DODM 6055.06.

2.1.2.5. Provide the position description(s) of the EM key personnel to include the qualifications and the functions assigned. Include a narrative description of how the proposed organization will interface with team members, other range contractors, the PSFB OEM, Brevard County OEM, Local Emergency

Planning Council, Kennedy Space Center, and the FEMS IV Program Management Directorate IAW SOW Section 1 and Section 1.14.

2.1.2.6. Provide the position description(s), qualifications, and functions assigned to the EMS key personnel, including a Medical Director IAW SOW Section 1 and Section 1.9.8.

2.1.2.7. Provide a Phase-In/Transition Plan not to exceed 60 days.

2.1.2.7.1. Provide a list of contractor-provided equipment to include description and quantity necessary to meet SOW requirements.

2.1.2.7.2. Provide a 60-day Phase-In Plan IAW SOW Paragraph 4.1 and supporting documentation.

Describe approach on how the contractor will use the Phase–In time to assume full operational capability prior to full contract performance.

2.1.2.7.3. Propose initial staffing and how it will increase over the Phase-In period. Include personnel Phase-In by time and labor category, and how the “full” staffing level will be attained within the 60-days.

Describe employee training/orientation activities and plan for acquiring necessary security clearances prior to assumption of full responsibilities of contract requirements.

2.1.3. Subfactor 2: Management of Personnel

2.1.3.1. Personnel/Staffing. Describe offeror’s staffing approach in numbers and labor categories (skill mixes) IAW SOW Section 1.9.

2.1.3.2. Provide a chart showing proposed number of shifts and number of personnel per shift for staffing IAW Section 1.9 of the SOW to fully staff each fire station/position for day-to-day operations to meet response times (24/7) to all areas of Cape Canaveral Space Force Station.

2.1.3.3. Describe offeror’s overall training approach (initial and recurring) that addresses contractor and subcontractor employees and ensures the workforce is technically qualified to meet the SOW requirements in paragraph 1.10.

2.1.3.4. Describe offeror’s approach to validate and track all required personnel training, qualifications, certifications and licenses for FES, EM and EMS IAW SOW sections 1.9, 1.10 and 1.14.

2.1.3.5. Describe offeror’s approach to ensure standards of care will be followed on medical responses IAW Brevard County protocols and Florida State Statutes as specified SOW Section 1.9.8.

2.1.3.6. Describe offeror’s experience and effectiveness in resolving day- to-day union and labor relation issues.

2.1.3.7. Describe in detail the contractor’s contingency plan for continuing contract performance in the event of a labor strike or personnel shortage IAW SOW Section 1.

2.1.3.8. Describe offeror’s approach to maintain a qualified Emergency Operations Center (EOC) Manager and qualified Emergency Management Analyst(s) for 24-hour operations for extended periods up to seven days IAW SOW Paragraph 1.14.

2.2. Volume II – Factor 2: Past Performance

2.2.1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture member, as well as each proposed critical subcontractor in a “Past Performance Facts Sheet” and the following paragraphs. A critical subcontractor is defined as an entity (subcontractor and/or teaming contractor), other than the offeror itself that will perform critical elements, to include fire protection, emergency management, and/or emergency medical services.

2.2.2. Format and Specific Content: A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and critical subcontractor (nature of work and percentage of overall work). Summary page information must clearly communicate that proposed critical subcontractor(s) meet the definition of a critical subcontractor established above. Efforts submitted for proposed critical subcontractors not meeting the established definition will not be evaluated. Each offeror/joint venture member shall complete a separate Past Performance Facts Sheet for a maximum of 5 active or completed contracts (with at least one year of performance history) in the past 5-years from the issuance date of the RFP, that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds 5 each offeror/joint venture member shall address its 5 most recent and relevant contracts. For each critical subcontractor included in the offeror's proposal, a Past Performance Facts Sheet for 5 of their most recent and relevant contracts shall also be included. The offeror's/joint venture member’s or critical subcontractor’s present and past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions or corporate management if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. The Section J, Attachment 3- Past Performance Questionnaires shall clearly indicate the division or corporate organization that performed or is presently performing the contract.

Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers.

2.2.3. Key Personnel: Offerors, joint venture members, or critical subcontractors that are newly formed entities (in existence less than 3-years from the issuance date of this solicitation) who either have no prior contracts or do not possess relevant corporate past performance, but have key personnel with relevant past performance while employed by another company, may demonstrate the performance of such key personnel by submitting Past Performance Fact Sheet for 5 of their most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition and this performance occurred during the past 5-years from the issuance date of this solicitation. Note however, that the quality of the key personnel’s performance under the submitted contract must be able to be verified by the Past Performance Team in order to be considered in the assessment of confidence. Any such key personnel must already be employed by the offeror /joint venture member, or in the case of a critical subcontractor, must already be employed by the critical subcontractor; a letter of intent to hire does not constitute employment.

2.2.4. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the Past Performance Fact Sheet for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) and/or critical subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Subcontractor/Teaming Partner Consent Form is attached to Section J, Attachment 5 , and “Consent Letter”. The consent form shall be completed by the team member(s) and/or critical subcontractors identified in your proposal. The completed consent forms shall be submitted as part of your Volume II, Factor 2: Past Performance.

2.2.5. Past Performance Fact Sheet: The offeror/joint venture member and critical subcontractor, if applicable, shall focus its Past Performance Fact Sheet responses so that they clearly correlate present and past performance with the requirements of this RFP. The Past Performance Fact Sheet responses must clearly describe the relevance of the effort to the work proposed. The Past Performance Fact Sheet may be expanded so that it covers all each relevant information.

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and include in the Past Performance Fact Sheet a description of programs or actions taken to resolve those causes. Problems not addressed in the Past Performance Fact Sheet, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist.

2.2.6. Past Performance Questionnaire: The Section J, Attachment 3 – “Past Performance Questionnaire” will be one means used by the Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). The offeror shall send out and track the completion of the Section J, Attachment 3 –

“Past Performance Questionnaire” to each of the offeror’s, joint venture members and/or critical subcontractors’ (i.e., each entity’s) Points of Contact (POCs) identified in each FACTS Sheet. The responsibility to send out and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Present/Past Performance Questionnaire directly to the Government not later than the date established in the RFP for receipt of proposals. POCs shall submit their completed Present/Past Performance Questionnaire via email to: Patricia Bates at patricia.bates@spaceforce.mil and Abigail Bultman at abigail.bultman@spaceforce.mil.

Once the Present/Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror. Therefore, any exchange/contact between the offeror/joint venture member and/or critical subcontractor and its own POCs in regards to comments made on the questionnaire is not permitted.

2.3. Volume III – Factor 3: Price

2.3.1. Section J, Attachment 8, and “Price Schedule Template”: The Offeror shall prepare a unit cost for each line item on the Price Schedule and enter proposed unit pricing in “Price Schedule Template” of solicitation. Populate each of the tabs labeled “Phase-in Base Period”, “Option Year One”, “Option Year Two”, “Option Year Three”, Option Year Four”, “Option Year Five”, and “Six Month Extension”. The Not to Exceed (NTE), costs for fuel CLINs 1005, 2005, 3005, 4005, 5005, and 6005 have been populated and no adjustments are required. The Summary Tab will populate automatically. It is the Offeror’s responsibility to ensure all “TOTALS” are correctly calculated. All unit costs are fully burdened. The term “fully burdened” includes but is not limited to, all labor, materials, equipment, other direct costs, subcontracts, indirect costs, overhead, and profit. Offeror’s shall submit the proposed Price Schedule in an electronic “unlocked” excel format, so that all formulas and calculations are visible for review. The price for each year and the aggregate price for the Total Evaluated Price (TEP) shall be populated. Offeror shall also submit a PDF version of the Section J, Attachment 8 “Price Schedule Template.”

2.3.1.1. Pricing Data Requirements: In accordance with FAR 15.403- 1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness for Contract Line Item Numbers (CLINs). Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the PCO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 applies, the offeror shall be required to submit additional cost or pricing data. All offerors are required to submit Other than Certified Pricing Data document, attachment 9.

2.3.1.2. Rounding: All dollar amounts provided shall be rounded to the nearest dollar.

2.3.1.3. Price Proposal: The price proposal shall be based on the offeror’s technical approach to meeting the Government’s SOW requirements. Explain any inconsistency, whether real or apparent, between promised performance and price. It is the offeror’s responsibility to demonstrate price reasonableness.

2.3.1.4. The government intends to award without discussions, contractors are encouraged to offer their most advantageous pricing in their submission.

2.3.1.5. The offeror shall set all security options in each PDF file to “allowed”. All text, including table and figure identifiers, shall be indexed and 100% searchable text. ALL text shall be displayed as a font and not displayed as a bitmap in any proposal volume or appendix to facilitate the ability to copy and paste to another document. The Price Schedule using Section J, Attachment 8, “Price Schedule Template” shall be submitted “unlocked” and in the ‘Excel’ format provided in the solicitation. The Offeror shall not embed sound or video files into the proposed files. Minimize the use of scanned images and keep embedded graphics as simple as possible. The Offeror shall include a PDF version of the, Section J, Attachment 8 “Price Schedule Template”.

2.4. Volume IV – Other Administrative Documents

2.4.1. The Offeror shall submit Completed Solicitation Documents that consist of the completed and signed solicitation, to include any amendments issued, with a cover letter delineating any exceptions taken to the solicitation terms and conditions with accompanying rationale.

2.4.1.1. Section A: Complete blocks 14 through 18.

2.4.1.2. Section I: Complete applicable provisions, clauses, and acknowledgements. Section I shall be returned in its entirety.

2.4.1.3. Section K: Complete the representations, certifications, and acknowledgements. Section K shall be returned in its entirety. If the representations, certifications, and acknowledgements (Section K) are completed through SAM.gov, attach a copy of the SAM.gov representations, certifications, and acknowledgements and any completed copies of the provisions not included in the SAM.gov printout.

2.4.1.4. The offeror shall provide company/division’s street address, county, facility code; CAGE code, DUNS unique identifier, TIN, size of business (large or small), small business status and labor surplus designation. The same information shall be provided if the work for this contract will be performed at any other location(s). The offeror shall provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the proposal and who can commit the company contractually. The offeror shall identify the individuals authorized to negotiate with the Government.

2.4.1.5. The offeror shall provide a copy of their database registration for the Office of Federal Compliance Programs (OFCCP) National Pre-Award Registry. If the offeror is not listed in the registry, the offeror shall include a statement providing this information. Department of Labor Equal Employment Opportunity (EEO) Clearance: In accordance with FAR Part 22.805, the PCO must request pre-award clearance for contracts and subcontracts of $10 million or more (excluding construction) from the appropriate OFCCP regional office. If an offeror is listed in OFCCP’s National Pre-Award Registry, located at http://www.dol-esa.gov/ preaward/pa_reg.html, the offeror shall provide the PCO a copy of the database registration for government verification as part of the proposal submission. If an offeror is not listed in the registry, include a statement providing this information and the PCO will request an EEO clearance review.

2.4.1.6. The offeror shall provide a copy of their filing of the VETS 4212 Federal Contractor Veterans’ Employment Report for the preceding fiscal year.

2.4.1.7. The offeror shall submit a Price Breakdown, attachment 9 of Section J, in ‘Excel’ format of all costs that should be broken out down to the lowest practical level for transparency, to include all Direct Cost, Other Direct Costs (ODC's), and Indirect Costs, and Profit for price and subcontractor. This document will not be used in the price evaluation. This document may be utilized post-award for modification purposes.

2.4.1.8. The offeror shall submit documentation as to how they will be in compliance of FAR Clause 52.219-14.

2.5 Instruction for Site Visit

2.5.1 Site Visit will be conducted on 17 August 2022 at 10:30am at Building 1704, E&L, CONS conference room on second floor near east external stairway at Cape Canaveral Space Force Station.

2.5.1.2 Offerors shall submit badge request, Attachment 7 of Section J, no later than the 11th of August 2022 to the Contracting Officer (ACO) Abigail Bultman, abigail.bultman@spaceforce.mil.