Section_L_-_13Jun18_(FBO_Draft).pdf

Section L, Instructions, Conditions, and Notices to Offerors

Section L – Instructions, Conditions and Notices to Offerors

SECTION L

L. PROPOSAL PREPERATION INSTRUCTIONS

L.1. GENERAL INFORMATION

L1.1. The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the Request for Proposal

(RFP) may cause their proposal to be determined not eligible for award.

L.1.2. This requirement, Battlefield Airmen (BA) Instructor Qualification Course (IQC), will be competed as a non-commercial Total Small Business Set-Aside. To assure timely and equitable evaluation of proposals, Offeror(s) must follow the instructions contained herein. Offeror(s) are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for award.

The response shall consist of three (3) separate volumes: Volume I –Technical Proposal; Volume

II – Price Proposal; and Volume III – Past Performance.

L.1.3. Exchanges of source selection information between Government and offerors will be controlled by the Procurement Contracting Officer (PCO). Offerors are responsible for ensuring receipt of any communication by the following designated officials:

Ms. Audrey Talamantez (PCO) Mr. Robert Brachhold

E-mail: audrey.talamantez@us.af.mil E-mail: robert.brachhold@us.af.mil

Telephone: 210-652-4259 Telephone: 210-652-7905

L.1.4. Minimum Proposal Acceptance Period. The term “acceptance period,” as used in this provision, means the time period available to the Government to award a contract from the date specified in this solicitation for receipt of proposals. The Government requires a minimum acceptance period of 180 calendar days from solicitation due date. In the space provided on the front page, block 12, of the SF 33 Offerors shall insert the number of days (not less than the 180 days specified above) the proposal is valid. Offerors may specify a longer acceptance period than the Government's minimum requirement.

L.1.5. Potential Errors. If an Offeror believes requirements in these instructions contain an error, omission, or are unsound or ambiguous, the Offeror shall immediately notify the PCO in writing via email with supporting rationale. The Government reserves the right to award this effort based on the initial proposal, as received, without discussions in accordance with FAR

52.215-1(f)(4).

mailto:audrey.talamantez@us.af.mil mailto:robert.brachhold@us.af.mil

L.1.8. Proposals must be submitted in both electronic and paper format as specified in L.2.2.

Organization/Distribution/Number of Copies/Page Limits. In case of conflict between paper and electronic proposal copies, the paper version will take precedence. Telegraphic or facsimile offers will not be accepted. The sealed envelope or package used to submit your proposal must show the time and date specified for receipt, the Solicitation Number, the name of the Offeror, and the Offeror’s POC name, address and phone number.

L.1.9. Offerors are cautioned that 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. Offerors are responsible for allowing sufficient time to obtain a visitor pass and deliver the proposal

PRIOR to the time specified for receipt. Contact the POCs in paragraph L.1.4 with questions regarding base entry. Late proposals will be processed IAW FAR 52.215-1(c)(3) “Submission, modification, revision, and withdrawal of proposals” and FAR 15.208 “Submission, Modification, Revision, and Withdrawal of Proposals”.

L.2. SPECIFIC INSTRUCTIONS: Organization/Distribution/Number of Copies/Page Limits

L.2.1. The Offeror shall organize the proposal as set forth in the Proposal Organization table below. The titles, contents of the volumes, page limits and number of copies shall be as follows:

Table L.2.1. Proposal Organization

Volume Title Hard Copies Digital

Copy

Page Limit Due Date

I Technical –

Volume I

4 1 50 pages* See Block 9 of

SF 33

II Price/Contract

Forms –

Volume II

1 1 As required See Block 9 of

SF 33

III Responsibility

Information –

Volume III

1 1 As required See Block 9 of

SF 33

L.2.2. Mail or hand deliver required hard copies and electronic copies on CD or DVD of each volume to the following:

Ms. Audrey Talamantez

Mr. Robert Brachhold

338 SCONS/PKD

2021 First St. West

JBSA-Randolph TX 78150-4302

L.2.3. Binding and Labeling. All hard copy proposal volumes shall be submitted in separate three-ring binders. Volumes I, II, and III shall not be submitted together within the same binding. Clearly mark volume number, title, solicitation identification, and the Offeror’s name.

Cover letter shall be included at the front of each volume. Include in the cover letter the company/joint venture name, and point of contact e-mail and phone number. Be sure to apply all appropriate markings including those prescribed IAW 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.”

L.2.4. Page Format Restrictions and Limitations.

L.2.4.1. Page Format. Pages shall be 8.5 x 11 inches, not including foldouts used for charts, tables, or diagrams. Pages shall be typed. Except for the reproduced sections of the solicitation document, typing shall be single space, 12 font size, and Times New

Roman font style. Smaller font size may be used in tables, drawings, charts, graphs, and diagrams, but shall not be less than 10 font size, Times New Roman. Margins on all four edges of each sheet shall be at least one inch. Proprietary statements, security markings, and page numbers may fall within the defined margin area. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to

Evaluation Notices (ENs), if issued, as well as to the initial proposal.

L.2.4.2. Page Limitations. Compliance with page count limits shall be verified via the hardcopy. Page limitations will be placed on responses to ENs. The specified page limits for EN responses will be identified in the letters when forwarding the ENs to the

Offeror(s). Any supporting documentation that is in response to an EN, not to include change pages, will not be subject to page limitations.

L.2.4.3. Pages Counted. Pages exceeding the page limitations in this Section L, will not be read or evaluated, instead, such additional pages will be destroyed. Each page shall be counted except the following: the Quality Control Plan, transmittal letter, cover pages, tab-divider pages, title pages, table of contents, lists of tables and drawings, glossary of acronyms, cross-reference matrix, position qualifications or staffing/manpower matrix, blank pages and exceptions to the solicitation. Double-sided printed sheets will be counted as 2 pages.

L.2.4.4. 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.

L.2.4.5. Foldouts. 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. Each printed side of a foldout will count as one 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 font shall be no smaller than 10 font size, Times New Roman.

L.2.5. Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

L.2.5.1. Requirements of the RFP (including CLINs); Performance Work Statement

(PWS) and Government standards and regulations pertaining to the PWS.

L.2.5.2. Evaluation Factors for Award in Section M of this RFP.

L.2.5.3. Any limitation on the number of proposal pages.

L.3. VOLUME I – TECHNICAL (Factor 1)

L.3.1. Technical 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 offeror’s 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 contract performance and may consider it a weakness of the proposal. The Government reserves the right to incorporate all or parts of the offeror’s proposal into the resulting contract.

L.3.2. The following information shall be provided in the written technical 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 proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the PWS. 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. Additionally, offerors are encouraged to call attention to perceived strengths.

L.3.2.1. Mission Solution/Capability: “What the courses will look like” (Subfactor 1)

L.3.2.1.1. Clearly define the notional schedule/agenda to include design rationale in relation to how PWS Appendix D concepts are incorporated.

L.3.2.1.2. Describe how digital classroom technology will be fused with up to date learning methods in unorthodox learning environments. This includes training tank areas, field training areas, physical fitness/human performance training areas and standard classrooms.

L.3.2.1.3. Describe how experiential activities for outdoor and indoor instruction will integrate real world instructional experience from BA/SOF type lessons learned utilizing the incorporating instructional methods. Demonstrate how these activities will be introduced to the experienced BA operator demographic that ranges from the

E-5 BA NCO through E-7 BA SNCO with at least 2 recent deployments in multiple weather environments.

L.3.2.1.4. Identify and describe the use of materials, training aids, and activities that will be incorporated and used during the BA IQC course (e.g. training aids and equipment to include mobile training tablets, computers, display units to whiteboard, paper copy handouts and outlines, etc.).

L.3.2.1.5. Thoroughly describe the foundational and philosophical approach the offeror expects to bring to the BA IQC course design. Detail the course learning objectives and daily expectations in order to meet anticipated outcomes.

L.3.2.2. Staffing Plan: (Subfactor 2)

L.3.2.2.1. Identify the number, position title, and duties of all full and part-time facilitators and on-site personnel the contractor plans to employ to accomplish requirements of the PWS (management, administration, curriculum development, sustainment, enhancement, and adjustment, course instruction, quality control, etc.).

Include a list and explanation of work to be accomplished via subcontract if applicable.

L.3.2.2.2. Explain how a fluctuation in student load (causing excess or deficient contractor facilitators) will be managed to ensure required student to instructor ratios are maintained or exceeded.

L.3.2.2.3. Describe steps (events/ approaches/ incentives/ etc.) the offeror plans to take to recruit, hire and retain a qualified, engaging and relevant workforce to ensure on-site performance objectives are met.

L.3.2.3. Courseware: (Subfactor 3)

L.3.2.3.1. Provided detailed schedule for courseware development, with dates, to include internal milestones as well as formal reviews with Government participation for the kick-off meeting, 25/50/75 and 100% complete briefings/milestones as well as courseware validation.

L.3.2.3.2. Outline how the offeror plans to keep a pulse on changes within the SOF community in regards to updated tactics, training and procedures. Outline how the offeror will be able adjust and translate training methods and information through a digital delivery platform and incorporate these changes into courseware.

L.3.2.4. Quality Control Plan: (Subfactor 4)

L.3.2.4.1. The Offeror shall provide a Quality Control Plan that describes how they will ensure that the contract requirements are met while maintaining safety. The plan must describe inspector and/or superintendent assignment controls and clearly demonstrate that quality is the contractor’s (not the Government’s) responsibility.

Address the proposed skill levels, experience and training of the quality control personnel in relation to the required work disciplines.

L.3.2.4.2. Describe number of tasks planned per inspector, frequency, and a plan, including tools and methods, for identifying and documenting performance problems concerning subcontractors and/or in-house personnel.

L.4. VOLUME II – PRICE/CONTRACT FORMS (Factor 2)

L.4.1. Volume Organization. The Price/Contract Forms volume shall be organized according to the following general outline:

a) Table of Contents

b) Summary Page

c) Glossary/Acronym Abbreviation List

d) Price Data (Section B on SF33)

e) Pricing Model (Section J, Attachment X of RFP)

f) Statement of Compliance with applicable SCA WD(s) and CBA(s)

g) Teaming Arrangement(s) and/or Letters of Intent

h) Contracting

i) Verification of Small Business Size

Data beyond that required by section L.4. shall not be submitted, unless it is essential to document or support the Offeror’s price position. All data relating to the proposed price, including all required supporting documentation, must be included in the Price volume (Volume

III/Factor III). Under no circumstances shall this data and documentation be included elsewhere in the proposal.

L.4.2. The source selection will be conducted with the expectation of adequate price competition per FAR 15.403-1(c)(1); therefore, certified cost or pricing data are not required per FAR

15.403-1(b)(1). If at any time during this competition the PCO determines that adequate price competition no longer exists or that price reasonableness cannot be determined, Offerors may be required to submit certified cost or pricing data or additional data other than certified cost or pricing data, as appropriate, for the PCO to determine price reasonableness. The proposed prices shall be based on the Offeror’s own technical approach submitted in the Technical Proposal

(Volume I/Factor I) and the Government’s PWS requirements. Offers should be sufficiently detailed to demonstrate a fair and reasonable price.

L.4.3. Table of Contents. The table of contents should provide a list of titles for the contents of the price volume organized in the order in which they appear.

L.4.4. Summary Page. The summary page shall provide an overview of the overall pricing that clearly demonstrates the total price of the proposal for the aggregate of all FFP CLINs described in section L.3.4.4. for mobilization and all subsequent years

L.4.5. Glossary/Acronym Abbreviation List. Provide a glossary for a list of terms or abbreviations with accompanying definitions, if necessary, in order to explain or define difficult or unusual words, terms and expressions.

L.4.6. Pricing Data (Section B of RFP). The offeror shall propose and insert a whole dollar unit price, with no decimal places, for each Firm Fixed Price (FFP) Line Item identified, which will be used to calculate the Total Evaluated Price (TEP) over the 5-year Ordering Period. The total extended amount for the FFP CLINs must equal, to the dollar, the unit price multiplied by the quantity of units. Amounts should mirror amounts input into the Pricing Model.

L.4.7. Pricing Model (Attachment X). The Offeror shall complete the electronic Pricing

Model attached to the RFP at Attachment 4, IAW the instructions contained in the Pricing

Model. Ensure that the hard copies of the Pricing Model are included in the proposal along with the electronic version on the DVD/CDs in Microsoft Excel. The sum total of all FFP CLINs for the 5-year Ordering Period, including an additional six-month extension to the end of the contract as identified in the attached Pricing Model, will form the Offeror’s TEP.

L.4.8. Statement of Compliance with applicable Service Contract Act Wage

Determination(s) and Collective Bargaining Agreement(s)*. The contractor shall submit the correct Wage Determination(s) (WD) based on location(s) of training, as part of their price proposal. The WD information shall include the specific labor categories utilized in the proposal. WD information can be found at http://www.wdol.gov. Upon determination of the place(s) of performance, the PCO will obtain the WD(s) for the location(s) proposed and ensure that the correct WD(s) were used for the proposal. In the event that the proposal does not include a required WD or CBA the proposal may be ineligible for award.

a. The offeror shall provide a Statement of Compliance with the Service Contract

Labor Standards (SCLS). The offeror shall provide a statement acknowledging:

i. Compliance with the requirements of the SCLS WD(s);

ii. The prices proposed for labor covered by the SCLS WD(s) were formulated in consideration of the rates specified in the document as required for covered contractor personnel; and

iii. The proposed wage and benefit rates covered by the SCLS WD are not escalated beyond the basic period of performance (FAR 52.222-43(a) and (b)).

* Note: If a Collective Bargaining Agreement (CBA) is applicable, offerors shall conform with FAR 22.1008-2 Successorship with Incumbent Contractor Collective Bargaining

Agreement.

L.4.9. Teaming Arrangements and/or Letters of Intent. If a teaming arrangement is contemplated, provide complete, verifiable information as to the arrangement, including any previous teaming endeavors 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.

L.4.10. Contracting/Other. The offeror shall provide the following:

http://www.wdol.gov/

L.4.10.1. Completion of blocks 13, 14 (Offeror may sign and date each Standard Form

(SF) 30 acknowledging receipt of each amendment to the solicitation), 15, 16, 17 and 18 and signature and date for blocks 17 and 18 of the Standard Form (SF) 33. Signature by the Offeror on the SF 33 constitutes an offer, which the Government may accept. The

"original" copy should be clearly marked under separate cover and should be provided without any punched holes.

L.4.10.2. Offerors must complete all necessary clause fill-ins in Sections I through K.

Ensure compliance with RFP requirements if using the annual representations and certifications electronically via the System for Award Management website at https://sam.gov. However, clauses 52.204-8, Annual Representations and Certifications, and 52.209-7, Information Regarding Responsibility Matters are not in the SAM system and the fill-ins must be accomplished in the RFP.

L.4.10.3. Submit a letter, signed at the vice-president level or equivalent or higher, that identifies the individual(s) with the authority to obligate or otherwise bind your company to the resulting contract and, if necessary, future contract modifications. Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal. Also, identify those individuals authorized to negotiate with the Government.

L.4.10.4. Provide company/division's name, street address, county and facility code;

CAGE code; DUNS code; and TIN.

L.4.10.5. Exceptions to Terms and Conditions. The Offerors shall list any exceptions to, or deviations from, any of the clauses or requirements to the RFP along with the justification.

L.4.11. Verification of Small Business Size. The offeror is required to provide complete financial statements for the last three years, as well as year-to-date financial information through the last quarter available. If a new business without three years of financial statements, then the offeror must provide a statement indicating such and provide financial statements for as many years as possible. The year-end financial statements must be certified by an independent accounting firm, if practicable, or at least by an authorized officer of the organization.

L.5. VOLUME III – RESPONSIBILITY INFORMATION

L.5.1. Past Performance. The offeror shall provide recent and relevant past performance information on a minimum of one (1), but no more than three (3) contracts in the format specified in paragraph L.5.5 below. If the contractor submits past performance references for a major subcontractor the maximum number of references is four (4).

L.5.1.1. Recent Information. The offeror shall provide past performance information on previous and/or current contracts for both courseware development and training facilitation performed within the last three (3) years from the date set for receipt of proposals.

https://sam.gov/

L.5.1.2. Relevant Information. The offeror shall provide past performance information on previous and/or current contracts, same or similar in scope, magnitude and complexity to this RFP. Relevancy in regards to scope, magnitude and complexity will be assessed based on the similarities between a given Past Performance effort and the BA Mission

Overview, which is itself defined by the PWS to this RFP.

L.5.1.3. If services were performed as a subcontractor, teaming partner, and/or joint venture state the overall contract value and associated subcontract value.

L.5.1.4. The information for each contract or subcontract shall include the following:

a) Contracting Agency/Customer

b) Contract Number

c) Contract Type

d) Total Contract Dollar Value (total dollar value of subcontract if subcontractor)

e) Total Contract Dollar Value per Year (per year value of subcontract if subcontractor)

f) Period of Performance

g) Narrative addressing why performance of the subject contract is relevant to the requirements defined in this solicitation.

h) Description of the role of the offeror

i) Contracting Officer’s Name or Commercial Customer Point of Contact, Telephone Number and E-mail address

L.5.2. Financial Resources. To assist in determining contractor responsibility IAW FAR Part

9.104, the Offeror shall explain how they plan to maintain adequate financial resources for a contract of this magnitude and length.

L.5.2.1. Offerors shall address their fiscal plan for covering mobilization, unexpected or emergency situations, and initial performance costs prior to recoupment in the form of invoice payments.

L.5.2.2. If the Offeror plans to rely on financial support from other sources, evidence of availability and the maximum lines of credit that may be available must be identified and must be based upon the inclusion of this contract effort. Evidence of external funding must be provided in the form of a dated letter from the external source. Documentation to support the amounts must also be included.

L.5.2.3. IAW FAR 9.104-5, the offeror is required to comply with the submission regarding FAR 52.209-5, Certification Regarding Responsibility Matters found in

Section K of this RFP. Since the Government reserves the right to award without discussions IAW FAR 52.215-1(f)(4), the Government may request that an offeror submit additional information so a responsibility determination can be made. A request for additional information will not be construed as communications or discussions with an offeror as defined by FAR 15.306. Failure to certify the required responsibility matters outlined in Section K, may render the offeror’s proposal ineligible for award.