Atch_9_-_Addenda_to_FAR_52.212-1.docx

Solicitation: FA3002-16-R-0014 Amendment 0004

ATTACHMENT 9

ADDENDA TO FAR 52.212-1

Addenda to FAR 52.212-1, Instructions to Offerors – Commercial Items (April 2014)

1. INFORMATION TO OFFERORS AND INSTRUCTIONS FOR PROPOSAL PREPARATION

A. General Instructions

(a) The offeror's proposal must include all data and information requested by this Addenda to FAR 52.212-1 and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements of this Request for Proposal (RFP) (including Contract Line Item Numbers (CLINs) and the Performance Work Statement (PWS)), and Government standards and regulations pertaining to the PWS. Non-conformance with the instructions provided in this Addenda to FAR 52.212-1 and/or failure to meet a requirement may result in an offer being ineligible for award.

(b) The proposal shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their facilities or experience and will base its evaluation solely on the information presented in the offeror's proposal.

(c) Proposals must demonstrate a comprehensive understanding of the nature and scope of work required. The Government will not search for data to cure problems or address inconsistencies in proposals. Each offeror shall submit a complete proposal in accordance with these instructions. The Government may consider any failure to comply with these instructions to be indicative of what could be expected from an offeror during performance and may consider it a weakness of the proposal. Statements such as "will comply," "noted and understood," "in accordance with industry best practices/standards," etc. without supporting narrative are not acceptable. Cursory responses or responses that merely reiterate or paraphrase the Performance Work Statement (PWS) language will not be considered to satisfy the requirements of the RFP.

(d) In accordance with FAR Subpart 4.8, Government Contract Files, and the Government will retain one copy of all unsuccessful proposals. The Government will destroy extra copies of such unsuccessful proposals.

(e) Submit signed and dated offers to the office specified in Section B, paragraph (p) prior to the date and time specified in this RFP.

B. General Information

(a) Point of Contact. The Contracting Officer (CO) and/or the Contract Specialist are the sole points of contact for this acquisition. Address any questions or concerns in writing to the CO and Contract Specialist. The deadline for all questions, concerns, and/or requests for clarification is by 12:00 pm (noon) on 8 March 2016. The Government may not respond to submissions past the deadline. Contact information is as follows:

(b) Discrepancies. If an offeror believes the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale as well as the remedies the offeror is requesting the CO to consider as related to the omission or error. Note: The Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

(c) Electronic Reference Documents. All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at https://www.fbo.gov/. Potential offerors are encouraged to subscribe for e-mail notifications when updated information has been posted to the website for this solicitation.

(d) Communications. Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. Email may be used to transmit such information, preferably with email being encrypted, and must include “Source Selection Information – See FAR 2.101 & 3.104” in the subject line of the email. In order to facilitate the sending and the receiving of encrypted emails, offerors must use Microsoft (MS) Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If source selection information will be transmitted via encrypted email, certificates used for encryption will need to be exchanged and tested. The initial test should not include any source selection information. If any offeror’s computer system cannot support encryption technology, the offeror shall send the Contracting Officer correspondence prior to proposal submission stating that the offeror accepts the risk of sending and receiving unencrypted electronic mail if it chooses to utilize unencrypted email as a channel of communication. All such exchanges will be documented in the source selection file.

(e) Conflicting Proposals. Proposals must be submitted in both electronic and paper format as specified in Section B, paragraphs (n), (o) and Table 1.2. In case of a conflict between paper and electronic proposal copies, the electronic version will take precedence.

(f) Visitor Pass – Hand Carried Proposals. Offerors are cautioned that Joint Base San Antonio (JBSA)-Randolph has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass to gain entrance. Some delay should be anticipated when hand carrying proposals. Late proposals will be processed in accordance with FAR 52.215-1(c), Submission, modification, revision, and withdrawal of proposals.

(g) Organization/Number of Copies/Page Limits. The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1.2 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 1.2. The contents of each proposal volume are described in the paragraphs below:

Table 1.2

(h) Page Limitations. Page limitations for each volume are listed in Table 1.2 above and shall be treated as maximums. Each page shall be counted except the following: the transmittal letter, cover pages, tab-divider pages, title pages, table of contents, cross-reference matrix, lists of tables and drawings, glossary of acronyms, or Notional Organization Structure PowerPoint. If the proposal exceeds the page limitation, the excess pages at the end of proposals will not be read or considered for evaluation. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors.

(i) Page Size and Format. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Narrative documentation shall be submitted in Microsoft Word (version Office 2007 or higher). Page size shall be 8.5 x 11 inches, not including foldouts. Typing shall be single-spaced, not less than 12 font size (pitch), and Times New Roman font style. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1 inch margins on the top and bottom and ¾-inch side margins. Pages shall be numbered sequentially by volume. These page size and format restrictions shall apply to responses to ENs. These limitations shall apply to both electronic and hard copy proposals. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 10 font size (pitch), Times New Roman font style. These limitations shall apply to both electronic and hard copy proposals.

(j) Cross-Referencing. The offeror shall fill out the cross-reference matrix Addenda to FAR 52.212-1, Attachment 9 indicating where the proposal information can be found as it relates to Addenda to FAR 52.212-1 (Instructions to Offerors), Addenda to FAR 52.212-2 (Evaluation Basis for Award), the technical requirements (Performance Work Statement), and the Contract Line Item Number (CLIN). If the cross reference matrix conflicts with any other requirement, direction, or provision of this solicitation, the other reference shall take precedence over the matrix. Additionally, to the extent the matrix discloses details as to the manner the Government intends to evaluate the offeror’s proposals for award, Addenda to FAR 52.212-2 references in the matrix are for informational purposes only and the Government shall be obligated to evaluate proposals based solely in conformance with Addenda to FAR 52.212-2 of the solicitation. The matrix shall be added to the table of contents under each applicable volume. Information required for proposal evaluation which is not found or referenced in its designated volume, and is not indicated on the cross-reference matrix, will be assumed to have been omitted from the proposal.

(k) Indexing. Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections. Tabs do not count against the page limitations for their respective volumes.

(l) Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, and an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

(m) Binding and Labeling. Mark original hard copy as “Original” (for contract file), and all others as “Copy.” Each hard-copy volume of the proposal shall be separately bound in a three-ring, loose leaf binder permitting the volume to lie flat when open. Staples shall not be used. Include a cover page in each book, clearly marked as to volume number, title, “Original” or “Copy”, solicitation identification, and the offeror's name, office phone (if applicable, cell phone number), and e-mail address for the proposal point of contact. The same identifying data should be placed on the spine of each binder. 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.

(n) Electronic Offers. The content and page size of electronic copies must be identical to the hard copies. For electronic copies, indicate on each CD/DVD the volume number and title. Use separate electronic folders to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments if any. The offeror shall submit volumes I through V in electronic format, using recordable CD/DVDs. Each volume shall be in a different directory on a CD/DVD. If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office Word 2010, MS Office Excel 2010, MS Office Project 2010, and MS Office Power Point 2010, or newer. Files submitted in MS Office Excel should include all cell formulas. In the event there are any discrepancies between the hard copies and the electronic copies of the proposal submitted, the hard copies will be used for evaluation.

(o) Distribution. In accordance with Table 1.2 above, mail or hand-deliver required proposal volumes to the address below:

338 SCONS/PKB

ATTN: Dawn Melchione/Edward Monroe

VOLUME I - TECHNICAL

(a) Each offeror shall submit a Technical Volume with its proposal. The Technical Volume should be specific, clear and complete. Submissions will be evaluated against the Technical subfactors defined in FAR 52.212-2 of this RFP. Using the instructions provided below, provide a detailed approach to accomplish/satisfy all subfactors. By submitting a proposal, the offeror affirms that its organization will perform all requirements specified in the RFP and PWS.

(b) The Technical volume shall be organized according to the following general outline:

1. Table of Contents

1. Glossary

1. Subfactor One (FAA Certified Courses and Facilities)

1. Subfactor Two (Certified Flight Instructors)

1. Subfactor Three (Student Management Approach)

1. Subfactor Four (Safety Management Program)

1. Cross Reference Matrix

1. SUBFACTOR ONE (FAA CERTIFIED COURSES AND FACILITIES)

The Government will assess the offeror’s ability to provide FAA Part 141 Certified courses and facilities.

1. FAA Part 141 Certification. The Offeror shall provide detailed documentation that shows FAA Part 141 Certification date and time.

2. SUBFACTOR TWO (PROVIDE CERTIFIED FLIGHT INSTRUCTORS)

This subfactor assesses the offeror’s overall approach staffing plan approach to obtain and maintain certified/qualified workforce.

(a) The Offeror shall provide a detailed technical approach to attract, recruit, hire, train, and retain qualified personnel for a minimum of two years (or the life of the contract) as well as certified, trained, and qualified technical personnel to meet task order requirements and demonstrates the ability to ensure coverage of instructors when on leave, illness, or due to a no notice departure from the company.

(b) The detailed technical approach shall include the requirements in PWS Paragraphs 2.3.2 and 3.6.

(c) FAA Certified Instructors with Instrument. The Offeror shall provide a detailed technical approach to ensure each instructor maintains currency and qualification in accordance with FAA Part 61 regulations and be ready to conduct training when students are available. The detailed technical approach shall include the requirements in PWS Paragraph 1.3.3.3, 2.3.3 and 3.6.

3. SUBFACTOR THREE (STUDENT MANAGEMENT APPROACH)

This subfactor assesses the offeror’s proposed student management and communications approach.

(a) Student Procedures. The Offeror shall provide detailed technical approach to manage, schedule, and track the progression of students attending training in Private Pilot License PPL, Instrument Rating (IR) and Multi-Engine Land and IR Course and the Multi-Engine Turbo Prop Courses. The detailed technical approach shall include student recording keeping, student accountability, course evaluation and student certificates IAW the requirements in PWS paragraphs 3.9.

(b) Communication Processes. The Offeror shall provide a detailed technical approach on how the offeror’s will communicate with the AFSAT TPM/COR and the CO in regards to the student training issues and incidents. The detailed technical approach shall include the requirements in IAW PWS Paragraphs 3.9f, 3.11c and 4.4

(c) Lodging. The Offeror shall provide a detailed technical approach on the offeror’s plan to provide and maintain student lodging. The detailed technical approach shall include the requirements in PWS Paragraphs 1.3.3.1 and 3.11f.

(d) Transportation. The Offeror shall provide a detailed technical approach on the offeror’s plan to provide student transportation. The detailed technical approach shall include the requirements in PWS Paragraphs 1.3.3.1, 3.11a, 3.11b, 3.11d and 4.1.2.

4. SUBFACTOR FOUR (SAFETY MANAGEMENT PROGRAM)

This subfactor assesses the offeror’s proposed method for establishing and managing a safety management program.

(a) Method for Establishing Safety Management Program. The Offeror shall provide a detailed technical approach on how the offeror’s intend to establish and maintain a safety program. The safety management plan should provide a framework for continual improvement for safety performance, risk mitigation and demonstrate planning, goal setting, executing and measuring of safety performance. The detailed technical approach shall include the requirements IAW PWS Paragraph 3.8 and provide a contractor equivalent of the Air Force Safety Management System defined in AFI 91-2021.

VOLUME II –PRICE

In the Price volume, the offeror shall provide the following information:

(a) General

(1) Volume II shall be prepared according to these instructions and will be evaluated in accordance with the evaluation criteria in Addenda to FAR 52.212-2 of this RFP. Compliance with these requirements is mandatory and failure to comply may render the proposal unawardable. The CD/DVD shall include all MS Excel files with all cell formulas viewable. Data submitted beyond that required by this instruction may not be considered or evaluated.

(2) The narrative summary of the entire proposal should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding price. The salient features should tie in with FAR 52.212-2 evaluation factors/subfactors. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

(3) Include a master table of contents of the entire proposal.

(4) Complete all necessary fill-ins and certifications in provisions and in the on-line Representations and Certifications via the System for Award Management (SAM) website at https://www.sam.gov/portal/public/SAM/. Ensure the Tax Identification Number (TIN) is loaded in SAM or provided for in the proposal submission. Return the provision FAR 52.212-3, Offeror Representation and Certifications – Commercial items, along with the proposal. For other provisions and clauses in the solicitation, the offeror is required to submit the pages that require an offeror fill-in.

(5) Submit an acknowledgment of all solicitation amendments, if issued.

(6) If none proposed, submit an affirmation of no Exceptions, Deviations, or waivers.

(7) Extreme care should be exercised to ensure that no price data of any kind are included in any other part of the proposal.

(b) Price Reasonableness

(1) This volume shall contain a completed Schedule of Supplies/Services, Contract Line Item Numbers (CLINs) 0001 – 4013.

(2) Insert proposed unit prices(s) and extended amount(s) in the Schedule of Supplies/Services for each CLIN, including all pricing periods. The extended amount must equal the unit price multiplied by the number of units. It is imperative that mathematical calculates are correct; particular care should be taken to ensure the amounts match when using the EXCEL program and the rounding of figures, limited to two decimal places.

(c) Volume Organization

(d) The contractor shall also submit the correct Wage Determination(s), based on location of training, as part of their proposal. The wage determination information shall include the specific labor categories and quantities proposed. Wage Determination information can be found at http://www.wdol.gov.

(e) Acceptance Period. The proposal acceptance period is the number of calendar days available to the Government to award a contract from the date proposals are received. The Government requires a minimum acceptance period of 120 calendar days from the due date for receipt of proposals; however, offerors may specify an acceptance period exceeding the Government’s minimum requirement. The offeror’s proposal must affirmatively state an acceptance period equal to, or greater than, 120 calendar days.

(f) Subcontracting. Prime offerors shall submit a listing of the proposed subcontractors showing the following for each subcontractor:

(1) A description of the effort with appropriate CLINs identified

(2) Type of contractual arrangement, and

(3) Total subcontract price

(4) Per FAR 15.404-3(b), prime offerors shall conduct appropriate cost or price analyses of subcontractor costs/prices to establish the reasonableness of proposed subcontract prices and include the results of the analyses with the Volume III Price Proposal.

Subcontractors who will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition shall submit (in a sealed package to the prime offeror, if desired, or directly to the Contracting Officer) their separately-priced proposal for inclusion in the Volume III Price Proposal in the same level of detail as required in Addenda to FAR 52.212-1 of the RFP by the prime offeror.

(g) Teaming Arrangements and/or Letters of Intent. If a teaming arrangement is contemplated, provide complete, verifiable information detailing the arrangement, to include any relevant and recent information on previous teaming arrangements with same partner. Submit information relative to the formation, organization and operation of the business unit. Information shall include cost and revenue sharing agreements and any other information which describes the business arrangement. Disclose existing or planned agreements between and among the principals, each company’s responsibility for financial management of the venture, and the business systems contemplated for use by the entity and their location.

VOLUME III - PAST PERFORMANCE

(a) Each offeror shall submit a Past Performance Volume with its proposal. The Past Performance volume shall be prepared in accordance with all instructions contained within this Addenda to FAR 52.212-1. Each offeror’s proposal will be evaluated in accordance with the evaluation criteria in Addenda to FAR 52.212-2. Volume III shall contain the following:

(b) Volume Organization. The Past Performance Volume shall be organized according to the following general outline

1. Table of Contents

1. Glossary

1. Past Performance Information (PPI)

1. Organization Structure Change History

1. Subcontractor Letters of Consent

(c) Past Performance Information (PPI) Questionnaire (Attachment 4). Utilizing the PPI Sheet (Addenda to FAR 52.212-1, Attachment 9), submit information on no more than four (4) recent contracts the offeror considers most relevant in demonstrating the ability to perform the proposed effort. “Recent” is defined as the effort must have been performed during the three (3) years preceding the date of issuance of this solicitation, to include at least 90 days of documented performance during the three (3) year period. Include rationale supporting the offeror’s assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining relevancy. Letters, metrics, customer surveys, independent surveys, etc., which demonstrate customer satisfaction with overall job performance may be provided as part of the PPI. The PPI for each contract along with any corresponding letters, metrics, customer surveys, independent surveys, etc., is limited to six (6) pages. The Government may collect additional references from other sources during the evaluation of past performance.

(d) 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 your company. A pamphlet or other commercial document describing such reorganizations may suffice. 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 Government intends to consider past performance information provided by other sources as well as provided by the offeror(s), your "roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources. There is no page limit applied to Organizational Structure Change History; however, the offeror is requested to limit the number of pages to the minimum required to clearly articulate the pertinent information.

(e) Subcontractor Letter of Consent. Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Proposals must include a Subcontractor Letter of Consent executed by each subcontractor, teaming partner, and/or joint venture partner, that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

(end of provision)