Attachment 5 Welcome Center Instructions to Offerors_Final_.pdf

Welcome Center Instructions to Offers

Addendum to 52.212-1-INSTRUCTIONS TO OFFERORS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (Sep 2023)

***THIS SECTION IS FOR SOLICITATION PURPOSES ONLY. THIS SECTION WILL BE

PHYSICALLY REMOVED FROM ANY RESULTANT AWARD. ***

Addendum to 52.212-1(a), NAICS code and small business size standard. The NAICS code is 561110 and the size standard is $12.5M for this requirement.

Addendum to 52.212-1 (b), Submission of Offers. Submit signed and dated offers in accordance with block 8 of the SF 1449 and any amendments.

Addendum to 52.212-1(c), Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

General Instructions.

A. To assure timely and equitable evaluation of the offer, the offeror must follow the instruction contained herein. Offerors are required to meet all solicitation requirements, including 1. Terms and conditions 2.

Representation and certifications. 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.

B. The offer shall include three separate parts: 1) Part I – Price; 2) Part II – Technical; and 3) Part III – Past Performance.

C. Complete the necessary fill-ins and certifications in provisions and in the on-line Representations and Certifications at beta.sam.gov. Return the provision FAR 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services along with the offer. For other provisions and clauses in the solicitation, the offeror is required to submit the pages that require an offeror fill-in.

D. Points of Contact: All communications shall be submitted via e-mail to all the following personnel and e-mail addresses: 1st Lt Rowan Thom at rowan.thom.1@us.af.mil (she/her) AND SSgt Dani English (she/her) at dani.english@us.af.mil.

E. Questions must be submitted via e-mail to the personnel noted above. All questions are due no later than 2:00PM (CST) 6 February 2025. All questions and answers will be posted to beta.SAM.gov website.

F. Offer Submission Instructions: Offers must be submitted electronically via e-mail. All documents submitted must be saved in .pdf format and shall follow the instructions in FAR 52.212-1. Due to the number of attachments required, offers shall use the following subject line to account for submissions with multiple emails:

“FA441725R0009 – Welcome Center Support Services - [company name] - 1 of [total number of emails sent]"

G. Offer Submission Instructions: Offers must be submitted electronically via e-mail to the personnel noted above. All documents submitted must be saved in .pdf format and shall follow the instructions in FAR 52.212-1. All quotations are due 24 February 2025 at 2:00 PM CST.

Late offers will be processed in accordance with FAR 52.212-1(f) “Late submission, modifications, revisions, and withdrawals of offers.”

mailto:rowan.thom.1@us.af.mil mailto:dani.english@us.af.mil

Offers shall be in 8 1/2” X 11” page. A page is defined as one face of a sheet of paper containing information. The text size shall be no less than 12 pitch. Offers shall use at least 1 inch margins on the top and bottom and 1 inch side margins. Copies and Page Limits of 5 pages for each of the plans.

Evaluators will only read up to the maximum number of pages specified. If the page limit is exceeded, the excess pages will not be evaluated.

H. Specific Instructions:

Teaming Arrangement/Joint Venture Documentation (if applicable): Failure to submit this documentation, if offeror is claiming this in their business approach, will render the offeror’s offer non-responsive and no further evaluation of the offeror’s offer will be conducted.

Teaming Arrangements/Joint Venture Documentation (if applicable): If Teaming Arrangements are contemplated, they must comply with the appropriate Federal Regulations (13 C.F.R. Part 121 (Size Regulations), Part 124 (8(a) & SDB) and Part 125 (Government Contracting Programs))

All Joint Ventures must be in compliance with the SBA guidelines. NO CORRECTONS AND/OR

CHANGES IN PROPOSED TEAMING ARRANGEMENTS OR JOINT VENTURES ARE ALLOWED

AFTER TIME OF SUBMISSION OF OFFERS.

Teaming Arrangements as a Prime and Subcontractor relationship (if applicable): Offerors must provide the following information not later than the date and time offers are due:

1. Include size of each concern required at 13 CFR 121.103(h) (l) (2) (ii) and 124.513 (b) (1)

2. Clearly establish roles of each party (who is prime and who is subcontractor, who is responsible for what tasks, contract administration, offers, work management, etc.);

3. Subcontractor past performance cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance questionnaire to the prime contractor, only if it is being used as part of the past performance evaluation.

4. Identify each member’s share of the prospective contract, 50/50, 51/49, etc.

5. Include exclusivity that the team member will not be replaced for the duration of the contract, any exceptions should by identified and assurance that the team members are not teaming with another firm for the same procurement.

6. Include a statement of acknowledgment that the prime contractor shall remain fully responsible for contract performance, regardless of any teaming arrangements between the prime contractor and it subcontractors.

Joint Ventures (if applicable): Offerors must provide the following information not later than the date and time offers are due:

1. Include all requirements at 13 C.F.R. Part 1214.513, including size concern information.

2. Include a statement confirming that at least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern IAW FAR 52.219-14(c)(1); and

3. Joint Venture registration in SAM, identifying the Joint Venture as a small business concern under NAICS code 561110 in their representations and certifications. No corrections and/or changes in proposed teaming arrangement or joint ventures will be accepted after the solicitation closing date and time.

Part I – Price Submission

1. Complete blocks 12, 17a, and 30a, b and c of the Standard Form (SF) 1449. In doing so, the offeror accedes to the contract terms and conditions as written in the solicitation, with attachments. The solicitation constitutes the model contract.

2. Insert proposed unit and extended prices in a separate document broken down by the base year and accompanying option years. The extended amount must equal the whole dollar unit price multiplied by the number of units. The offer(s) must be submitted for a base period plus three (3) Option Years (1 April 2025 – 31 March 2025 is the base period) and a total price including all option years must be included. Total price will be calculated by totaling all CLINs inclusive of all option years and the option to extend services IAW FAR 52.217-8. FAR 52.217-8 will be included in the price evaluation by multiplying 50% of option year three (3).

3. Total Evaluated Price for Option to Extend Services IAW FAR 52.217-8: Quoters shall not submit pricing for the Option to Extend Services CLINS. The Government will calculate the Total Evaluated Price for Option to Extend Services IAW FAR 52.217-8 by multiplying a quantity of 6 months by the unit prices proposed for CLIN 3001. The prices are evaluated in the Total Evaluated Price for evaluation purposes only. Evaluation of options shall not obligate the government to exercise option(s). The Option to Extend Services is only not considered part of the contract period of performance until the clause is exercised and resultantly these totals will not be included in the contract value until the clause is exercised

4. Quoters shall round to the nearest cent (for example 1.02 not $1.0231). Quoters rejecting the terms and conditions may be excluded from consideration. Total price will be evaluated for price reasonableness IAW at least one of the methods indicated in FAR 13.106-3(a).

5. Complete the necessary fill-ins and certifications in the Contract Clauses section. The provisions FAR 52.212-3 shall be returned along with the offer. If the offeror has completed all representations and certifications contained in this solicitation in their SAM registration, the offeror shall state so.

6. Include Teaming Arrangement/Joint Venture (if applicable) as a part of Part I.

Part II – Technical Submission: Limited to no more than 15 pages for total Part II. The Technical Part shall be comprised of two (2) parts.

(1) Staffing Plan

(2) Quality Control Plan

1. Your responses will be evaluated against the Technical Factor as defined in Addendum 52.212-2.

Proposals shall not simply rephrase or restate the Performance Work Statement (PWS) or contain general statements such the technical portion of the offer meets solicitation requirements. Offerors shall assume the Government has no prior knowledge of the offeror’s experience. The Government will base its evaluation on the information presented in the offer.

2. Staffing Plan. Offerors shall submit a Staffing Plan that clearly demonstrates offerors’ understanding of the staffing requirements of the PWS. The Staffing Plan shall identify key personnel such as the contract manager and alternate contract manager(s). The Staffing Plan shall also identify the number and labor category of personnel proposed, and a narrative description for each duty title. The Staffing Plan shall detail how the offeror intends to recruit, retain, and replace sufficient personnel who have the knowledge, experience, and skills to perform welcome center services as required in the PWS. The Staffing Plan shall identify how the offeror intends to continue uninterrupted services during personnel absences, such as sickness, vacations, etc. without any degradation in services provided.

3. Quality Control Plan. Offerors shall submit a Quality Control Plan that outlines the offeror’s management structure; to include personnel authority and responsibility, quality policy, quality objectives and related documents needed to ensure effective planning, operation, and control of your processes. The Quality Control Plan shall describe how you will notify the Government of issues affecting contract performance, contract impact, and proposed mitigation.

Part III – Past Performance Submission: Limited to 10 pages. Past Performance Questionnaires and Contractor Performance Assessment Reporting System (CPARS) evaluations are not included in the page limitation.

1. Past Performance. Offerors shall provide adequate past performance information on 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 PWS. Offerors must provide past performance information to establish Recency and Relevancy on all Federal contracts before State, local government or private contracts. The Government's evaluation of past performance information will take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects when such information is relevant to the instant acquisition. Offerors are required to explain what aspects of each contract are deemed relevant to complexity and magnitude as related to the requirements of this solicitation and in accordance with FAR 52.212-2. 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/PWS).

2. Provide a summary of the previous contracts described above, not to exceed 2 pages of past performance information per reference. The summary should explain what aspects of each contract are deemed recent and relevant as related to the requirements of this solicitation. 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/PWS). The maximum number of past performance references shall not exceed 3. The summary should not exceed 2 pages per reference (maximum total of 6 pages) and include:

a) Name of project (Contract number, if applicable)

b) Name and address of customer or Government agency

c) Name, telephone, fax number and/or email of customer contact or contracting officer

d) Dollar value

e) Period of performance/Completion date

f) Description of work performed, and how the effort performed is relevant.

g) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

3. Only references for contracts that are recent and relevant will be considered.

a) Relevant: For a contract to be determined relevant, the scope of work must meet the follow minimum criteria:

• Staffed two or more personnel in the administration of human resources support programs or similar positions without lapse for at least 1 year at one location

• Familiarity and experience with scheduling appointments, performing general customer services, and using computer systems (ie. SharePoint, excel, etc.)

• Familiarity and experience with managing turnover and replacement without a break in service of more than twenty (20) workdays

b) Recent To be recent, the effort must be ongoing or must have been completed during the past three

(3) years from the issuance month of this solicitation. Past performance Questionnaire that fails this condition will not be evaluated.

4. Complete Section 1, Contractor Identification, of Attachment 4, Past/Present Performance Questionnaire and mail, or email the attached Past/Present Performance Questionnaire to all past performance references in the list you provide and instruct them to return the completed questionnaire to the individual(s) indicated in paragraph 5 below. Evaluators are only allowed to use the Attachment 4, Past Performance Questionnaire.

Altered or substituted questionnaires will not be evaluated. Also, Past Performance Questionnaires will only be accepted electronically by email from Project Owners or their authorized representatives.

Past Performance Questionnaires will not be accepted from Prime Contractors, Subcontractors, or Manufacturers. Offerors are responsible to ensure questionnaires are transmitted to their references, and to indicate which references the questionnaire was sent to.

5. Inform your references that they shall forward questionnaires electronically by email directly to the address below. Questionnaires must be received in the 1st Special Operations Contracting Squadron office no later than the closing date and time of this solicitation. Offerors are responsible for ensuring their references transmit the questionnaire to the Contracting Office. In lieu of a Past/Present Performance Questionnaire, if a project is currently available in the Contractor Performance Assessment Reporting System (CPARS), the contractor should attach the evaluation to the questionnaire with the relevant solicitation number and submit directly to the 1st Special Operations Contracting Squadron office before the official closing date and time. Electronic submissions shall be sent to:

a. Ms. Rowan Thom, 850-884-3262 and e-mail rowan.thom.1@us.af.mil.

b. Ms. Dani English, 850-884-3337 and e-mail dani.english@us.af.mil

6. Lack of any past performance will not automatically disqualify an offeror, but it is a factor that is considered in the Best Value Performance Price Tradeoff Source Selection described in FAR 52.212-2.

7. If the offeror claims there is no past performance, then that status must be identified to the contracting officer no later than the date and time proposals are due from all offerors.

(End of Addendum) mailto:rowan.thom.1@us.af.mil.

mailto:dani.english@us.af.mil

General Instructions.