Attachment 2 Section L_ Mar.pdf

Attachment 2

Section L - Instructions, Conditions and Notices to Bidders INSTRUCTIONS, CONDITIONS

Section L – Instructions, Conditions and Notices to Bidders

A. General: This Firm-fixed-price contract with cost reimbursement CLINs is being issued as a small business set aside requirement.

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, offeror(s) may be required to submit information to the extent necessary for the Contracting Officer to determine price reasonableness.

Proposals must be complete, self-sufficient, and respond directly to the requirements of the Request for Proposal (RFP). 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 Government intends to evaluate offers and award this firm-fixed-price contract with cost reimbursement CLINs without discussions.

However, the Government reserves the right to conduct discussions if deemed in its best interest. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint.

Offerors shall submit only one proposal for Air University Warehouse Support Services. The Government will review only one proposal per offeror. Proposals must be received by 12:00 PM, 19 March 2020 at 42CONS/PKB, 50 LeMay Plaza South, Bldg. 804, Maxwell AFB, AL 36112-5948, Attention: Mark Restad, LaChandra Thompson and Samuel Hudson, no later than the date and time specified in Block 9 on the face page of the RFP.

B. Acceptance Period: The Government requires a minimum acceptance period of 60 calendar days from the date specified for receipt of offers; however, offerors may specify an acceptance period exceeding the Government’s minimum requirement.

C. Communications: Exchange of source selection information after submission of the initial proposal packages between the Government and offerors will be controlled by the Contracting Officer. E-mail may be used to transmit such information only if the e-mail can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the e-mail. Otherwise, source selection information will be transmitted via direct mailing or DROP SAFE at https://safe.apps.mil/about.php. In order to facilitate the sending and receiving of encrypted e-mails, offerors must use MS Outlook e-mail configured to support encryption or a different e-mail product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted e-mail, you will need to contact the following Buyer, Team Lead, and Contracting Officer: samuel.hudson@us.af.mil, lachandra.thompson@us.af.mil and mark.restad.1@us.af.mil prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any source selection information). When submitting source selection information via e-mail, file suppression utilities, to include but not limited to zip files, will not be accepted.

D. Site Visit: There is a scheduled site visit at the Air University Warehouse, 50 South Turner Blvd, Building 832, Gunter Annex, Montgomery Al 36118 at 10:00 AM C.S.T., Thursday, 5 March 2020. All parties must contact the Contract Specialist and the Contracting Officers at the e-mail addresses below no later than 0800, 5 March 2020 with attendees. All parties will meet at the Gunter Annex Visitors center with a valid Driver's License, current vehicle registration and a valid vehicle insurance certificate to obtain vehicle and visitor's pass. Please be present at least 15 minutes prior meeting to allow time for processing passes.

E. Points of Contact: The Contracting Office Points of Contact (POC) are the sole POCs for this acquisition. Solicitation information and amendments will be posted to the Beta SAM website: https://beta.SAM.gov. Questions may be faxed to (334) 953-3543 or e-mailed to the addresses below no later than 16:00 PM on Monday, 9 March 2020. Questions received after this date may not be answered. All correspondence should reference the solicitation number. Answers will be compiled and posted electronically to the Beta SAM website:

https://beta.SAM.gov.

Mark Restad, Contracting Officer E-mail: mark.restad.1@us.af.mil

LaChandra Thompson, Team Lead E-mail: lachandra.thompson@us.af.mil

Samuel Hudson, Contract Specialist E-mail: samuel.hudson@us.af.mil

F. Electronic Reference Documents: All referenced documents for this solicitation are available on the FBO website. Potential offerors are encouraged to subscribe for e-mail notifications to be updated when information has been posted to the website for this solicitation.

G. Late Proposals: Late proposals will be processed in accordance with FAR 52.215-1(c) Submission, modification, revision, and withdrawal of proposals.

H. Specific Instructions: Proposals shall be submitted to the Government in three (3) separate volumes as set forth below:

Volume Page Limit # of Copies Description

I N/A 1 Summary and Misc Data II 20 1 Technical Proposal III N/A 1 Price Proposal

(1)VOLUME I – SUMMARY AND MISCELLANEOUS DATA.

(a) The offeror shall provide a concise summary and master table of contents of the entire proposal.

mailto:samuel.hudson@us.af.mil mailto:mark.restad.1@us.af.mil https://beta.sam.gov/ https://beta.sam.gov/ mailto:mark.restad.1@us.af.mil mailto:lachandra.thompson@us.af.mil mailto:gabrielle.rhodes@us.af.mil 1233858702A Highlight

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Volume I shall be organized according to the following general outline:

1. Table of Contents

2. Clause fill-ins in Sections I through K

3. Responsibility Determination Supporting Information

(b) Standard Form 33 (SF 33), Blocks 13-18, of the RFP. In completing these blocks, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through K. A scanned copy of the originally signed (“wet” signature) page or electronically signed signature page should be included in the proposal package.

(c) Standard Form 30 (SF 30), Blocks 15A-15C, for any/all amendments. A scanned copy of the originally signed (“wet” signature) page or electronically signed signature page should be included in the proposal package for any/all amendments.

(d) Complete all necessary fill-ins and certifications in Sections I through K. Ensure compliance with RFP requirements if using the annual representations and certifications electronically 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. If the Contracting Officer is unable to access/retrieve an offeror’s annual representations and certifications, that offeror may, upon request by the Contracting Officer, be required to submit a hard copy of their annual representations and certifications. This request will not be construed as communications or discussions with an offeror as defined by FAR 15.306.

(e) Responsibility Determination and Supporting Documentation. To assist in determining contractor responsibility in accordance with FAR 9.104-3(a), the offeror shall explain how they plan to maintain adequate financial resources for a contract of this magnitude and length. The offeror shall address a fiscal plan for covering mobilization, unexpected or emergency situations, and initial performance costs prior to recoupment in the form of monthly invoice payments. If the offeror intends to rely on internally available working/operation capital, documentation of availability must be submitted. If the offeror plans to rely on financial support from external sources, documentation of availability and maximum lines of credit available (based upon the inclusion of this contract effort) must be submitted. Evidence of external funding must be provided in the form of a dated letter from the external source.

IAW FAR 9.104-5, the offeror is required to comply with the submission regarding FAR 52.209-5, Certification Regarding Responsibility Matters. Since it is the Government’s intent to make Award without Discussions IAW FAR 52.215-1, the Government may request that an offeror submit additional information so a responsibility determination can be made. This request for additional information will not be construed as communications or discussions with an offeror as defined by FAR 15.306. An incomplete proposal may be considered to indicate lack of understanding of the requirement and may result in the entire proposal being determined “unacceptable” and eliminated from further consideration.

VOLUME II – FACTOR - TECHNICAL PROPOSAL.

TECHNICAL PROPOSAL SHALL NOT CONTAIN ANY PRICES OR PRICING INFORMATION.

(a) General. The written Technical Volume shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The proposal should not simply rephrase or restate the Government’s requirements, but rather 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 capabilities, work processes, facilities, and experience and will base its Evaluation on the information presented in the offeror’s technical proposal.

(b) Volume Organization.

1. Table of Contents

2. Glossary

3. Summary Page

4. Subfactor 1– Personnel Management Plan

5. Subfactor 2 – Capability Plan

(c) Summary Page(s). To aid the Government’s understanding, provide a summary of the offeror’s proposed technical approach and how the approach will efficiently and effectively meet the requirement. The summary page(s) shall not exceed five (5) pages.

(d) The technical volume shall not exceed 20 pages. The page limit does not include resume(s). A page is defined as one face of a sheet of paper containing information. Pages shall be numbered consecutively. Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation, or, sent back to the offeror.

(e) Page size will be 8 1/2” x 11” except for fold-outs used for charts, tables, or diagrams, which may not exceed 11” x 17.”

(f) Typing shall be double spaced, in Times New Roman font, and not be less than 12 pitch. Offeror’s are allowed to use a smaller text font for charts, tables and diagrams, no smaller than 10 pt. Additionally, offeror’s can single space within tables.

(g) Elaborate formats or color presentations are not desired or required.

(h) Each page containing proprietary information should be so marked.

(i) Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION – SEE FAR 2.101 and 3.104 FOR OFFICIAL USE ONLY

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(j) Technical Subfactors are listed below:

Subfactor 1: Personnel Management Plan

The offeror shall provide a Personnel Management Plan that describes its approach/process to ensure functional continuity described in the Performance Work Statement (PWS). At a minimum, the Personnel Management Plan shall address the following requirements:

1. Key Personnel – Submit resume for qualified personnel intended for the position of contract manager IAW PWS paragraphs 5.1. – 5.1.5.

2. Approach and process to preventing gaps in functional activities that could result from personnel issues, such as retirements, resignations, illness, etc. IAW PWS paragraph 5.2.2.

Subfactor 2: Capability Plan

The offeror shall provide a Capability Plan that describes its approach and process to address all requirements described in the PWS.

At a minimum, the Capability Plan shall describe the offeror’s experience to fulfil the following requirements:

1. Experience and ability to be fully operational on day one (1) of contract IAW PWS paragraph 1.1.

2. Experience and ability to perform receipt of materials IAW PWS 1.1.1.

3. Experience and ability to perform inventory IAW PWS 1.1.2.

4. Experience and ability to perform assembly and packaging of materials IAW PWS paragraph 1.1.4.

5. Experience and ability to perform mailing IAW paragraph 1.1.5.

VOLUME III - PRICE PROPOSAL.

(a) Insert proposed unit and extended prices in Section B - Supplies or Services and Prices for each Contract Line Item Number (CLIN). DO NOT PRICE CLINs X002 and X003; no price is required for CLINs X002 and X003 as they are Cost Reimbursable CLINs and will not be evaluated in the Total Evaluated Price (TEP). The extended amount must equal the unit price multiplied by the number of units. It is imperative that mathematical calculations 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.

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

(End of Section)

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