Appendix_B_-_Instructions_to_Offerors__52.212-1.pdf

Appendix B – Instructions to Offerors Request For Proposal : FA2823-16-R-6001

CENTRALIZED APPOINTMENT CALL CENTER (CACC)

REFERRAL MANAGEMENT CENTER (RMC)

REGISTRATION AND TRICARE PLUS ENROLLMENT CENTER (RTPEC)

INTERNAL MEDICINE CLINIC APPOINTMENT DESK (IMCAD), Eglin AFB, FL 32542

FAR 52.212-1 - Instructions to Offerors -- Commercial Items (Oct 2015)

A. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein.

Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The response shall consist of four (4) separately bound parts, Volume I – Technical Proposal, Volume II – Price Proposal, Volume III – Past Performance Information, and Volume IV – Past Performance References and accompanying completed Past Performance Questionnaires.

In proposal volumes, follow the quantity and page limits as follows:

Section Copies Page Limits

Volume I – Technical Proposal Original + (1) Copy 45 pages

Volume II – Price Proposal Original + (1) Copy No page limit

Appendix A – Bid Schedule Original + (1) Copy No page limit

Amendments Issued, if any Original + (1) Copy No page limit

Volume III – Past Performance Proposal Original + (1) Copy 15 pages

Volume IV – Past Performance References Original + (1) Copy No page limit

Completed Past Performance Original + (1) Copy No page limit

Questionnaires (Appendix D)

NOTES:

* Provide the form at Appendix D of not more than five (5) references of the most relevant contracts performed for Federal agencies and commercial customers within the last three (3) years as part of the Past Performance Volume IV. In addition, the offeror is responsible for providing the Government the completed Appendix D questionnaires.

The paper files will be checked to determine the number of pages and compliance with proposal instructions. Those pages in excess of the limit will be removed from the back of Volume III and returned by the Procuring Contracting Officer (PCO) to ensure they are not evaluated. The Government will not keep any pages in excess of the limit.

B. The contracting officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the contracting officer will review this determination and if, in the contracting officer’s opinion, adequate price competition exists, no additional cost information will be requested.

Certification under FAR 15.406-2 will not be required. However, if at any time during this competition the contracting officer determines that adequate price competition no longer exists; offerors may be required to submit information to the extent necessary for the contracting officer to determine price reasonableness.

C. Specific Instructions:

1. Volume I – TECHNICAL PROPOSAL – Submit Original Proposal and One (1) Copy.

(a) Technical information shall not make reference to price data. It will be evaluated strictly on technical merit utilizing a Technically Acceptable / Technically Unacceptable determination. Offeror’s should refer to Appendix E for technical proposal requirements.

(b) Technical Requirements:

i. Quality Control

• Provide detailed Quality Control Plan suitable for incorporation into the contract upon award and general methodology to accomplish requirements as stated in the Performance Work Statement (PWS).

The plan shall, as a minimum, contain the following information:

o Duties and responsibilities of the Quality Control Inspectors and titles and functions of other key management personnel who will be involved in quality control.

o An inspection system covering all the services contained in this PWS to include those listed on the Services Summary (SS). The description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis and the frequency of inspections.

o Methods for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

o Description of the records to be kept to document inspections and corrective or preventive actions taken. Procedures for maintaining on-site records of all inspections and upon request, all documentation made available to the Contracting Officer or designated representative throughout the contract performance period.

o Procedures on how updates/changes to Quality Control plan will be accomplished.

ii. Staffing & Scheduling

• Provide details on planned staffing and methods for scheduling all categories of work to meet requirements of the PWS. The range of personnel required to accomplish the workload described in the PWS has been from 18 to 24 personnel.

• Provide details on planned staffing along with disciplines, skills, and experience required to perform all functions and requirements of the PWS. Describe qualification standards for professional certifications/licenses and experience.

• Outline of personnel utilization (full-time, part-time, temporary, and cross-utilization) which demonstrates adequate staffing to meet all requirements and timelines.

• Provide methods for scheduling and staffing after normal duty hours work, special occasion work, emergency work, peak workload periods, overlapping and simultaneous tasks.

• Describe procedures to coordinate work requirements with the Government Contract Officer’s Representative (COR). Provide a method which demonstrates a plan to control work and maintain quality customer service.

iii. Business Organization and Management Overview

• Provide Business Organization Chart with proposed structure, showing levels of management and authority and functional responsibilities for each organizational element. Identify any and all subcontractors who will be performing services under this contract.

• Provide names of individuals or qualifications and duties/responsibilities of individuals who will fill any key positions and what experience they have with similar work requirements and level of authority.

• Provide resumes and/or job descriptions including experience, education, professional certifications/licenses, and supervisory responsibility for all management, supervisory, and key technical positions that will be directly involved in the operation of this contract.

• Proposal must identify all proposed subcontracting arrangements and provide details on what each subcontractor will be responsible for to include functional area.

iv. Transition and Phase Out Plans

• Transition Plan. The Contractor shall provide a transition plan to include milestones, which will indicate how and when properly trained and qualified personnel will assume full responsibility of all requirements identified in the PWS. The transition plan shall include start up, mobilization schedule, and transition depicting the chronological sequence of events, which shall be accomplished starting at contract award.

• Transition Tasks. The Service Provider shall ensure necessary personnel actions, appropriate training, (including any required certifications), appropriate security clearances, as well as non-personnel considerations including, but not limited to, materials and supplies, equipment, facilities, sub-contracts, leases, environmental issues, safety and security are accomplished in accordance with accepted transition plan.

• Transitional Interface. The Service Provider shall partner with Government personnel for transition to the maximum extent possible. The Service Provider shall coordinate with the Contracting Officer to ensure interference with current operations does not occur. NOTE: The Service Provider will be given access to applicable Government facilities only after security clearances have been validated.

• Phase Out. In the event a follow-on contract is awarded to other than the incumbent, the incumbent Service Provider shall cooperate to the extent required to permit an orderly transition to the successful Service Provider. Recruitment notices may be placed in each facility to allow successor Service Provider's access to incumbent employees.

2. Volume II – PRICE PROPOSAL – Submit Original Proposal using Appendix A and One (1) Copy.

(a) Submit an offeror informational cover page that clearly identifies the firm’s point of contact, phone number, and E-mail address for this solicitation.

(b) Complete Appendix A. An authorized official of the firm must sign and date the bid schedule. In doing so, the offeror accedes to the contract terms and conditions as written in the Request for Proposal (RFP) and PWS.

(c) Insert proposed unit prices in for each Contract Line Item Number (CLIN) including all option periods in the bid schedule. The Contract will have a base year, three (3) option periods and one (1) six (6) month extension. All bid schedule CLINs will be added together to determine the Total Evaluated Price (TEP). The six (6) month extension will be calculated by using the offerors final option year monthly rate times (x) six (6).

(e) All amendments issued by must be signed and acknowledge and submitted with Proposal. Submit Original and One (1) Copy.

2. Volume III –PAST PERFORMANCE PROPOSAL – Submit Original Proposal and One (1) Copy.

Only information for same or similar type contracts is desired. Provide any information currently available (i.e., descriptive language, letters, metrics, customer surveys, independent surveys, etc.) which demonstrates customer satisfaction with overall job performance and quality of completed projects for same or similar type contracts completed in the last three (3) years. In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems such as extended performance periods, numerous warranty calls, etc. Provide comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

3. Volume IV –PAST PERFORMANCE REFERENCES – Submit Original Proposal and One (1) Copy.

(a) Only references for same or similar type contracts are desired.

(b) The government will evaluate the quality and extent of offeror’s performance deemed relevant to the requirements of this solicitation. The government will use information submitted by the offeror on the Appendix D form, the Past Performance Proposal and other sources such as other Federal Government offices and commercial sources, to assess performance. Relevant contracts include contracts that meet the relevancy definition cited below.

The evaluation of past performance information will take into account past performance information regarding key personnel who have relevant experience.

(c) Contractor is responsible for providing the Government the completed Appendix B questionnaires provided back to the offeror by their references as part of the Past Performance in Volume III.

(d) Past performance for all proposed subcontractors is required to be submitted in the same manner described in para. 2 above, Volume III – Past Performance Proposal.

RECENT AND RELEVANT INFORMATION For the purpose of this solicitation, Recent and Relevant Past Performance is defined as:

1. RECENT – Ongoing contracts with a performance history, and contracts completed within three (3) years from the issue date of this combined synopsis/solicitation.

2. RELEVANT – A relevant contract is a Government or commercial contract in which the offeror performs similar services on size and complexity to those identified in the Statement of Work. Submit information on the most recent and relevant Government and/or commercial contracts that you consider demonstrates your ability to perform the proposed efforts.

The government may also use other information available to it that is determined relevant to this effort, such as, but not limited to, the Contractor Performance Assessment Reporting System (CPARS).

D. To be considered for award, documents submitted in response to this Request for Proposal (RFP) must be fully responsive to and consistent with the following:

1. Requirements of Volume I, II, III, and IV

2. Requirements of the RFP (Contract Line Item Numbers and Performance Work Statement).

3. Evaluation Factors for Award in Clause FAR 52.212-2 of this RFP.

PROPOSALS THAT DO NOT CONTAIN THE INFORMATION REQUESTED BY THIS PROVISION RISK

REJECTION.

RELATIONSHIP BETWEEN 52.212-1, INSTRUCTIONS AND 52.212-2, EVALUATION

Your attention is directed to the functional relationship between FAR 52.212-1 and FAR 52.212-2 of this solicitation. FAR 52.212-1 provides information for the purpose of organizing the proposal and is not intended to be all-inclusive. FAR 52.212-2 describes evaluation factors for award, to include the evaluation procedures for responsiveness to the solicitation, ranking of the Price proposal, and the assessment of Past Performance information. Since the Government evaluation of proposals will cover areas identified in FAR 52.212-2, proposals should address all such areas of evaluation. PROPOSALS THAT DO NOT CONTAIN THE INFORMATION

REQUESTED BY THIS PROVISION RISK REJECTION.

3. Pages exceeding the page limitations set forth in this Clause will not be read or evaluated, and will be removed from the proposal (in a manner previously described in paragraph A of this contract clause).

4. Format for all proposal Volumes shall be as follows:

A. Proposals shall be neat, indexed (cross-indexed as appropriate) and assembled in an orderly manner. Hard cover binders are not desired or required.

B. Page Set-Up/Font Size/Lines on Page. Only 8 ½ x 11 inch, portrait format pages are acceptable for text-oriented material. Landscape (8 ½ x 11 inch) pages are permitted for charts or graphs. Foldout pages are limited to 11 x 17 inch and may be portrait or landscape (limit 5). Text font must be Times New Roman (with no “narrow” font versions acceptable). Font size must be 12 point with proportional spacing permitted. Type size for figures and tables must be no smaller than 8-point with proportional spacing permitted. Text may be wrapped around figures and tables. Margins on all four (4) edges of each page will be at least 1 inch. Include: RFP number, Volume and/or subdirectory title and page number in the margin on the upper right of all pages. Single spacing may be used for figures and tables. Company name and proprietary information notices must be placed on top and/or bottom margins. Use single column formatting only; multi-column formatting is not allowed. Graphics are allowed in either color or black & white with an 8-point minimum on embedded text except where data is only being used as a sample and readability is not intended. Proposals must not be supplemented by a package or supplemented by reference documents. Elaborate formats, bindings or color presentations are not desired or required.

C. Page Definition. A page is defined as one face of a sheet of paper containing information.

D. Page Numbering. Pages in each volume must be numbered sequentially and consecutively. The cover page, table of contents, list(s) of tables and drawings, and blank pages are excluded from the page count.

E. Deviations. Deviations from these instructions will be reviewed by the Contracting Officer to ensure that no contractor receives a competitive advantage. Deviations resulting in a competitive advantage for an offeror will result in the proposal being determined noncompliant with the RFP requirements. Offerors unconditionally assume the risk that a clear quantitative deviation will be deemed qualitatively advantageous to the offeror and determined noncompliant with the RFP.

F. Disposition of Unsuccessful Proposals. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requires otherwise, the Government will destroy extra copies of unsuccessful proposals.

G. Proposal Delivery. Offerors are advised that delays can be experienced entering the installation when proposals are hand carried to the base. See clause 5352.242-9000 Contractor Access to Air Force Installations (Nov 2012) for specific requirements to access this installation. Proposals must be hand delivered, electronically mailed, or mailed to arrive at the following address by the required dates:

AFTC/PZIOAC

ATTN: John Sarver / Christopher Slater

308 WEST D AVENUE, BUILDING 260, SUITE 130

EGLIN AFB FL 32542

Email: christopher.slater.1@us.af.mil and john.sarver.2@us.af.mil

HAND-CARRIED proposals must be deposited in the bid repository located in Building 260, Room 130, Eglin AFB, FL. The envelope used in submitting your proposal must be plainly marked with the solicitation number, and the date and local time set for proposal closing. NOTE: It is imperative that a contractor intending to deliver their bid or proposal by commercial carrier, e.g. Federal Express, DHL, UPS, etc., ensure that the outer envelope of the commercial carrier’s package identifies the contents as a proposal. This outer package must clearly show the solicitation number and the date and local time set for proposal closing.

H. Electronic Reference Documents. All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at http://www.fedbizopps.gov. Potential offerors are encouraged to subscribe for real-time email notifications when information has been posted to the website for this solicitation.

I. BASE ACCESS FOR SITE VISIT AND PROPOSAL SUBMISSION: If requesting base access, the Offeror must submit a completed Eglin AFB Security Affidavit and a written request, e.g., Memorandum on company mailto:christopher.slater.1@us.af.mil http://www.fedbizopps.gov/ letterhead to the Contracting Officer (john.sarver.2@us.af.mil) listing the following: the RFP number FA2823-16-R- 6001, date of entrance, complete name and SSN/Date of Birth/Driver’s License #/State of employee needing access to the base. Please note that any body modifications or tattoos must be described on the affidavit, along with the location of the body modification or tattoo. The written request must specify the individual authorized to sign for a request for base identification credentials or temporary pass. The Contracting Officer or Contract Specialist will endorse the pass request memorandum and then send it with the affidavit to Security Forces for processing.

J. Formal Communications: Offerors should submit formal communications such as requests for clarifications and/or information concerning this solicitation in writing (E-mail is considered the recommended method) to the following address NO LATER THAN TEN (10) CALENDAR DAYS prior to receipt of proposal date.

AFTC/PZIOAC

ATTN: John Sarver / Christopher Slater

308 WEST D AVENUE, BUILDING 260, SUITE 130

EGLIN AFB FL 32542

Email: christopher.slater.1@us.af.mil and john.sarver.2@us.af.mil mailto:christopher.slater.1@us.af.mil