ATTACHMENT 5 - Instructions to Offeror 4May20.pdf

INSTRUCTIONS TO OFFERORS

L-1 PROPOSAL PREPARATION

1.0 General Instructions: This section provides general guidance for preparing proposals, as well as specific instructions on the format and content of the proposal. Throughout this section, the term “offeror” means the prime contractor submitting the proposal. The offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. Any offeror who submits an incomplete package may be considered unacceptable. The offer shall be compliant with the requirements as stated in the Request for Proposal (RFP). A proposal that is sufficiently documented to support cost/price and technical requirements in a complete, orderly, and specific detailed manner will enable the Government to perform a thorough and fair evaluation. Non-compliance with the instructions and RFP may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award.

1.1 Type of Acquisition: This acquisition is a competitive Women-Owned Small Business Set-Aside.

For this acquisition, selection of the best value offeror(s) will be made using Lowest Priced Technically Acceptable (LPTA) procedures with the technical factor evaluated on an acceptable/unacceptable basis.

1.2 Discrepancies and Ambiguities: If an offeror believes the requirements in these instructions contain an error, omission, ambiguities, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale no later than 10 calendar days after the RFP release.

1.3 Mistakes: Mistakes in offeror’s proposal shall be handled in accordance with FAR 14.407-4 as referenced in FAR 15.508.

1.4 Postponement of Proposal Closing Date: If a determination is made to postpone a proposal closing date, an announcement of the determination shall be posted to the Electronic Posting System (EPS) and, if practicable, before issuance of a formal RFP amendment otherwise communicated to prospective offerors.

1.5 Post-Award/Pre-Performance Conference: A post-award/pre-performance conference will be scheduled by the Contracting Officer (CO) and held prior to the commencement of any work at that installation under the awarded contract. The offeror or their duly authorized representative is required to attend the post-award/pre-performance conference.

1.6 Discussions: When discussions or requests for revised offers are not conducted or requested by the

Government, the prices identified in Schedule B shall be valid through the proposal acceptance period (SF 1442 Block 13D).

1.7 Contract Document: Sections K, L and M apply to the solicitation phase only; therefore, they will not be a physical part of the resulting contract.

1.8 Points of Contact (POC): The POC for this acquisition is Andrew Soresen, Contracting Officer

(CO), and Christopher Henry, Contracting Specialist (CS). Written requests for clarification may be sent to the CO/CS:

Andrew Sorensen Christopher Henry andrew.sorensen@us.af.mil christopher.henry.7@us.af.mil

(210) 887-5501 (409) 263-2223

502 CONS/JBKAD 502 CONS/JBKAD

1655 Selfridge Ave, Bldg. 5450 1655 Selfridge Ave, Bldg. 5450 JBSA-Lackland, TX 78236 JBSA-Lackland, TX 78236

1.9 Pre-Proposal Questions: All Questions shall be submitted to the POCs listed in paragraph 1.8 no later than Monday May 11, 2020 at 9:00 am (local San Antonio, TX time). Questions received after the due date and time may not be answered unless the Contracting Officer determines it is in the Government’s best interest and will not delay due date for proposals and award.

L-2 PROPOSAL PREPARATION INSTRUCTIONS

2.0 The proposal package must be completed and returned to the address in Block 7 of the SF 1442 attention Christopher Henry, prior to the time set for closing of proposals, see Block 13A of the SF 1442.

2.1 To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Proposals must be complete, self-sufficient, and respond directly to the requirements of this solicitation. Alternate proposals will not be accepted. The response shall consist of three (3) separate volumes; Volume I – Executed Contract Documentation and Price Proposal, Volume II – Technical Proposal, Volume III – Past Performance Information.

2.2 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 and 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 the reasonableness of the price.

2.3 Format for proposal Volumes I, II, and III shall be as follows:

2.3.1 USE OF USPS, UPS, FedEx or any other COMMERCIAL SYSTEMS TO TRANSMIT

SOURCE SELECTION SENSITIVE INFORMATION: To facilitate review and evaluation for this source selection the Government proposes to transmit data via commercial systems.

Distributed material will be identified as source selection sensitive and distribution will be strictly limited to appropriate personnel, and shall be encrypted per AFFARS MP 5315.3 paragraph 1.4.2.2.3. Should any contractor object to their proprietary information being shared between source selection evaluators and advisors via commercial email as described above, please advise the either of the Contracting Specialists or the Contracting Officer using the contact information above.

2.3.2 HAND-CARRIED PROPOSALS NOTICE: Offerors are cautioned that Joint Base San

Antonio - Lackland (JBSA - LAK) has stringent visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass and be cleared by the Government point of contact to be visited prior to entrance. A request with at least 3 business days prior to entry must be received for an offeror to gain entrance onto JBSA - LAK. If within 3 business days prior to the proposal due date and time, offerors may try and schedule a time with the points of contact to pick up the proposal at the Visitor Center. It is possible the point of contact may not be available to clear offerors for entrance or pick up proposals, which may prohibit submission of hand-carried proposals; consequently, offerors electing to hand-carry their proposals for submittal just prior to closing time do so at their own risk.

2.3.3 The proposals will be on 8 1/2” x 11” paper, white or ivory stock. Charts, tables or diagrams may not exceed 11” x 17.”

2.3.4 A page is defined as one face of a sheet of paper containing information. This includes all appendices, charts, graphs, diagrams, tables, photographs, etc., unless placed on 11” x 17” sheets, in which case they will be counted as two pages. Covers for factors, tables of contents, indices, title pages, cross reference indices, and section dividers/tables will not be included in the page count if they are inserted solely to provide ease to the reader in locating factors/sections of the proposal. They will be counted if they contain any other information, (e.g. diagrams, extraneous data, etc.). Pages marked “This page intentionally left blank” will not be counted.

2.3.5 Type face shall not be less than 12 font, with 1” margins on all sides. Smaller, legible font size, no smaller than 6 point, may be used for charts and tables.

2.3.6 Elaborate formats, bindings or color presentations are not desired or required. Company Name and solicitation number shall be included in the header of each page. Each volume will be labeled with the following format: FA301620R0027, COMPANY NAME, Volume I Executed Contract Documentation, Volume II Technical Proposal, and Volume III Past Performance. See Table Below for specific number of copies and pages, etc.

TITLE # OF COPIES MAXIMUM # OF

PAGES

Volume I Executed Contract Documentation

Original and 1 paper copy, 1 DVD/CD electronic copy.

No page limitation

Volume II Technical Proposal

Original and 2 paper copies, 1 DVD/CD electronic copy.

20 pages

Volume III Past Performance Information

Original and 1 paper copy, 1 DVD/CD electronic copy.

15 pages

2.3.7 Pages Counted. Each page shall be counted except for the following:

(a) Cover pages

(b) Table of Contents

(c) List of Figures

(d) Glossaries

(e) Tabs

(f) Dividers

(g) Blank pages

2.3.8 Electronic copies shall be searchable documents compatible with Adobe Reader 9 and/or

Microsoft 2007. The documents shall be delivered in a CD ROM; no other electronic storage medium will be acceptable.

2.3.9 Proposal revisions shall conform to the requirements of this section and must be clearly marked to show the changes, on different color stock as directed by the Contracting Officer.

2.3.10 Documents submitted in response to this solicitation must be consistent with the following:

2.3.10.1 Requirements of the solicitation, and government standards and regulations pertaining to the specification.

2.3.10.2 Evaluation Factors for Award in Section M of this solicitation.

2.3.10.3 Any limitation on the number of proposal pages. Pages exceeding the page limitations set forth in this Section L will be removed from the proposal and not read or evaluated.

2.3.11 The estimated magnitude of construction for this project is between $500,000.00 and

$1,000,000.00

3.0 SUBMIT THE FOLLOWING:

VOLUME I – EXECUTED CONTRACT DOCUMENTATION AND PRICE PROPOSAL

Tab 1 – SF 1442. Complete applicable blanks. In doing so, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through J. These sections constitute the model contract.

Tab 2 – Section B. Insert the proposed price to provide a complete and usable end product in accordance with the terms and conditions stated in this solicitation. Offerors who do not comply with this requirement shall be considered unacceptable and not eligible for award.

Tab 3 – Section I through J. Complete applicable blanks, the offeror shall submit only those pages that require a fill-in.

Tab 4 – Section K. Complete the representations, certifications, and acknowledgments. Section K shall be returned in its entirety.

Tab 5 – Acknowledgement receipt of all amendments issued to this solicitation in box 19, print name and title of authorized person to sign offer in box 20A, and signed box 20B and date box 20C on the SF 1442 to be submitted with this proposal.

Tab 6 – The offeror shall prepare a line item estimate detailing their individual cost elements, including but not limited to: materials, equipment, labor, overhead, profit, and bonds. The line item estimate shall include unit prices and quantities for each cost line element prepared and submitted in a format similar to RS Means.

Tab 7 – The offeror shall include the original bonds in amounts according with the solicitation requirements.

VOLUME II -TECHNICAL PROPOSAL

Technical Proposal. Each Offeror shall submit a technical volume with its proposal IAW the format below.

Offerors are cautioned that the Government will only use data provided by each Offeror in this volume in the technical evaluation. By your proposal submission, you are representing that you will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

All the requirements specified in the solicitation are mandatory. The contractor shall address the proposed approach to meeting the minimum performance or capability requirements of each technical factor.

Marketing presentations are not wanted and will not be evaluated. Hard and compelling evidence of capabilities is required to receive credit for the evaluation factor. Legibility, clarity, and coherence are very important. Offerors are strongly encouraged to provide as specifically as possible, the actual methodology to be used for accomplishing and satisfying the requirements.

Offerors must meet the standards for each sub-factor below in order to be rated “technically acceptable”.

For the technical proposal to be rated as “Acceptable”, the technical factors and sub-factors must be rated acceptable. If any technical sub-factor is rated “Unacceptable,” the overall proposal will be rated as “Unacceptable.”

Tab 1 – Sub-Factor 1: Proposed Schedule

Description: Provide a proposed schedule that captures the major elements of work described in the statement of work, deliverables, and specifications to complete the project at minimum within the allotted period of performance (or sooner) and any other scheduled timelines for deliverables. The offeror must provide a schedule that illustrates and displays project completion of all phases of design; major elements of work and timelines for each element of work using a graphical or tabular representation (e.g. MS Project, AF IMT 3064, or Gantt chart). The project schedule shall provide the following:

a) Definable features of work (DFOW) per division to a sufficient level to clearly indicate all aspects of the project including project setup, management, design, site work, utilities, construction, equipment installation.

b) Identifies any required/proposed utility outages.

c) Identifies critical path work elements (including any long-lead time materials) in the schedule.

d) Identifies key deliverables/milestones required to fulfill the SOW.

The project schedule and narrative shall be redacted to remove all company names, logos, and personnel names.

The standard has been met when: The offeror demonstrates a sound, comprehensive, realistic, effective, and efficient project schedule that captures all SOW requirements, execution timelines and addresses the above items. The offeror must provide a schedule that illustrates and displays project completion of all phases of design; major elements of work, timelines and percentages (relative to the overall project) for each element of work using a graphical or tabular representation (e.g. MS Project, AF IMT 3064, or Gantt chart). The project schedule shall be redacted to remove all company names, logos, and personnel names.

Tab 2 - Sub-Factor 2: Project Narrative.

Description: The project narrative shall provide additional details to milestones and clarification to the work or deliverables included in each of the major elements of work in the proposed schedule; definable features of work (DFOW) per division; critical path work elements and milestones in the schedule; and type(s), size, and quantity of equipment proposed. The project schedule and narrative shall be redacted to remove all company names, logos, and personnel names. The following areas shall be addressed in the technical proposal Narrative.

a) Definable features of work (DFOW) per division to a sufficient level to clearly indicate all aspects of the project including project setup, management, design, site work, utilities, construction, equipment installation.

b) Identifies proposed utility outages.

c) Identifies critical path work elements (including any long-lead time materials) in the schedule.

d) Identifies key deliverables/milestones required to fulfill the SOW.

The project narrative shall provide additional details to milestones and clarification to the work or deliverables included in each of the major elements of work in the proposed schedule. The narrative shall address the approach to design and construction requirements; safety; the DFOW, critical path work elements, and key deliverables/milestones in the schedule; and describe (but not limited to) with respect to the:

a) Number and types of facilities.

b) Number and types of utilities. This section should indicate sizes and quantities of utilities/equipment proposed.

c) The risk of any unscheduled HVAC downtime and the need for 24/7 redundancy.

d) Required application of temporary HVAC from temporary location to rooms requiring it.

e) The requirement for generator back-up for the temporary HVAC and an appropriate solution.

f) Itemization of manpower by division and trade required to execute the scope of this contract.

The standard has been met when: The offeror demonstrates a sound, comprehensive, realistic, effective, and efficient project narrative that captures all SOW requirements, execution timelines and addresses the above items. The narrative shall be redacted to remove all company names, logos, and personnel names.

Tab 3 – Sub-Factor 3: Quality Control Plan

Description: This sub-factor evaluates the offeror’s submitted quality control plan. Specifically, the adequacy of the offeror’s key quality control staff and approach to the management of the overall quality of the contract, and the adequacy of the offeror’s approach to quality control for subcontractors. The plan should be specific to this project and explain the offeror’s organization structure and relationship to production. This document will be incorporated by reference in the resulting contract.

The standard has been met when: The offeror provides a plan that clearly and logically addresses the offeror’s key quality control staff and approach to the management of the overall quality; the adequacy of the offeror’s approach to quality control for subcontractors; and meets at minimum the requirements specified below:

a) Clearly demonstrates an effective and efficient quality management structure and processes that are integrated into the overall quality control plan and allows oversight of the contract requirements from the home office of the field craftsperson.

b) Clearly demonstrates ability to maintain an inspection system that is integrated into the overall quality management approach that meets the requirements expressed in the SOW and contract.

Tab 4- Sub-factor 4: Design-Build HVAC Project Experience

Description: The government will evaluate each offeror’s experience on the basis of its breadth, its depth, and its relevance to the work that will be required under the prospective contract, based on the information provided in the Construction & Design Experience Project Data Sheets (Attachment 8) submitted in the proposal. The offeror may substitute commercial projects of similar complexity in lieu of DoD military installation projects. The offeror shall clearly address in detail, their organization’s HVAC experience, including any experience working in a controlled area (i.e...secured location/monitored access), and/or working around computer network servers.

If other other than the offeror itself will perform the HVAC aspects of the work, the Government may evaluate projects that demonstrate the offeror’s HVAC subcontractor experience if the prime contractor provides an executed teaming agreement specific for this project.

Recent & Relevant Projects. A project is defined as a complete design-build effort performed under a single task order or contract. For multiple award and IDIQ type contracts, the contract as a whole shall not be submitted as a project; rather, offerors shall submit the work performed under a task order as a project. For purpose of this factor evaluation, relevancy of projects is defined as projects completed within the last five (5) years (from the date of issuance on this solicitation) of similar scope and complexity of those expected to be awarded on this solicitation, with dollar values ranging exceeding $750K. In lieu of a complete project, the offeror may submit projects that are ongoing as long as (a) the project is at least 80% complete by this solicitation’s issuance date, and (b) the contractor can validate completion with a government approved progress report.

The standard has been met when: The offeror provides at least three (3) but no more than five (5) recent and relevant design-build for HVAC on a Department of Defense (DoD) military installation using the Construction & Design Experience Project Data Sheets (Attachment 8). The offeror is required to explain what aspects of the projects presented are deemed equivalent to this HVAC requirement, including any details about their organization’s experience working in a controlled area (i.e...secured location/monitored access), and/or working around computer network servers. Failure to explain how equivalency is met may render the project as irrelevant to meet the experience requirement. Specific required experience attributes must be supported by narrative; inferences will not be made by the Agency.

VOLUME III – PAST PERFORMANCE

The past performance assessment will assess the offeror’s/joint venture members’ ability (which includes, if applicable, the extent of its subcontractors’ listed as a teaming partner) to successfully accomplish the proposed effort based on the offeror’s demonstrated present and past work record. The Government will evaluate the offeror’s/joint venture members’ and if applicable, the critical subcontractors’ demonstrated record of contract compliance in supplying products and services that meet users’ needs, including cost and schedule. A critical subcontractor is defined as an entity (subcontractor and/or teaming partner), other than the offeror itself, that will perform critical aspects.

The recency and relevancy of the information, the source of the information, context of the data and general trends in the contractor’s performance will be considered. The Government will take into account past performance information regarding predecessor companies (if used), 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 proposed instant effort.

Pursuant to FAR 15.305(a)(2)(ii), the Past Performance Team evaluation is not limited to review of the information provided in the offeror’s Present/Past Performance volume. Present/Past performance information may be obtained from the Government’s Federal Awardee Performance and Integrity Information System (FAPIIS), the Past Performance Information Retrieval System (PPIRS), the Contractor Performance Assessment Reporting System (CPARS) and/or similar systems. The Government reserves the right to use performance information from other sources such as Defense Contract Management Agency (DCMA), Fee Determining Officials, commercial sources, and any other known sources not provided by the offeror. Data from previous source selections may be used if the data is recent and relevant.

Past Performance Reports.

Offeror’s must provide past performance information to establish Recency and Relevancy on all Federal contracts before State, local Government or private contracts. Offeror’s shall provide adequate past performance information for completed or current contracts (including Federal, State, local Government and private) considered most relevant in demonstrating the ability to perform the proposed work as identified within the Specifications.

The offeror shall provide no more than three (3) recent and relevant past performance reports. The offeror shall complete Past Performance Information Form (Attachment 7) and provide the past performance information to establish Recency and Relevancy of the reference. Only references for recent and relevant past efforts/contracts will be acceptable for evaluation.

Recency. Recency is defined as active or completed project completed within the past five (5) years from the issuance date of this solicitation. In lieu of completed projects within the five years, ongoing projects may be used as long as (a) they are at least 80% complete as of the date of issuance of this solicitation and

(b) the contractor provides proof of percent completion with a Government approved progress report. For commercial contracts, an equivalent customer validation of progress completion report may be used in lieu of a Government approved progress report.

Relevancy. Relevant is defined as “design-build projects of similar scope and complexity” to those described in the specifications with (a) costs exceeding $750k (b) involves projects for renovation, alteration and repair, and new construction work elements deemed relevant to complexity and magnitude as related to the requirements of this solicitation and in accordance with Section M. Failure to provide required relevancy description may impact the confidence rating, (i.e. aspects of previous projects should match work elements identified in the Solicitation/specification).

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. As part of this explanation, show how these changes impact the relevancy of any efforts you identify for past performance evaluation/performance confidence assessment. Since the government intends to consider present and past performance information provided by other sources as well as that 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.