Attachment 5 Instructions to Offerors Resilience Center and HAWC Admin Services_Final.pdf

Resilience Center and HAWC Admin Services Instructions to Offers

Addendum to 52.212-1-INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (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 Items 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/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 - Central Standard Time) 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:

“FA441725R0010 – Resilience Center & HAWC Admin 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.”

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))

The Joint Venture Arrangement must be received by SBA prior to offer due date and approved before award of any resulting contract. If the offer is contemplating a Joint Venture on this project, the offer must advise the offeror’s assigned SBA Business Opportunity Specialist (BOS) as soon as possible. It is also recommended that the arrangement be submitted as soon as practicable to ensure compliance with established regulations. Any corrections and/or changes needed can be made only when your SBA BOS has adequate time for a thorough review before the offer due date. 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 information 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 acknowledgement 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 no 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 ten (10) pages. Pages exceeding the page limitations set forth in this section will not be read or evaluated, and will be removed from the quote.

Subfactor 1 - Program Management and Staffing Plan

Quoters shall demonstrates a detailed Program Management and Staffing Plan that adequately describes the approach the offeror will use to successfully perform to the standards detailed in the Performance Work Statement (PWS).

a) A Management and Staffing Plan that explains in detail how the offeror intends to recruit, retain, and replace sufficient personnel who have the knowledge, experience, and skills to perform administration as required in the PWS para 1.2.1, 1.2.1.1, 1.2.1.2, 1.2.1.3, 1.2.1.4, 1.2.2, 1.2.2.1, 1.2.2.2, 1.2.2.3, and 1.2.2.4.

b) A Management and Staffing plan that explains the specific number of personnel (skill mix of labor effort).

c) A Management and Staffing plan that explains in detail the process of recruiting, training and replacing personnel to ensure they meet or exceed the skills and knowledge for each identified position as described in the PWS paragraph 4.3 through paragraph 4.3.4.

d) A Management and Staffing plan that explains in detail the process of recruiting, training and replacing personnel to ensure they meet or exceed the qualifications of each employee as described in the PWS in paragraphs 4.4 and 4.4.1.

Part III – Past Performance Submission

1. Limited to no more than two (2) pages per contract listed and six pages total. Pages exceeding the page limitations set forth in this section will not be read or evaluated and will be removed from the offer.

Past Performance Questionnaire (PPQ) at Attachment 4, CPARS ratings and accompanying CPARS information does not count towards the page limit. Only references for contracts that are recent and relevant will be considered. For a contract to be determined relevant, the scope of work must meet the follow minimum criteria:

• Provided full-time administrative support for at least 2,000 hours annually with work that consisted of scheduling, utilizing customer support systems, preparing reports, data entry and presentations.

Recent is defined as work within the last three (3) years from the issue date of this solicitation.

Submit past performance information for no more than three recent and relevant customer support contracts performed for Federal agencies or commercial customers as the prime contractor that demonstrates the ability to successfully perform the scope and breadth of the requirements described in the PWS for this solicitation. The past performance submission should contain the following information:

a) Company/Division Name

b) Product/Service

c) Contracting Agency/Customer

d) Contract Name

e) Contract Dollar Value

f) Period of Performance

g) Verified, up-to-date name, address, e-mail address, FAX and telephone number of the contracting officer or POC responsible for procuring your services

h) Comments regarding compliance with contract terms and conditions

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

j) Details as to what the predecessor companies, key personnel, or subcontractors participation was

I the example past performance being provided.

k) Explanation how the scope of the referenced contract is similar to the PWS in this solicitation including how security clearance was maintained

l) Associated CPARS ratings and accompanying CPAR information (does not count toward page limitation)

References will be contacted by the evaluation team to discuss the offeror’s performance in accordance with Attachment 4, Past Performance Information.

If a teaming arrangement/Joint Venture in contemplated, provide complete information as to the arrangement, including up to three (3) recent and relevant past /present performance information on previous arrangements with same partner or as this entity (CAGE). If this is a first-time joint effort, each party to the arrangement must submit separate past performance information. Subcontractor past performance may only be disclosed for use by the prime contractor if a letter of consent to release past performance information to the prime is completed by the subcontractor and included with the past performance.

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 offers are due from all the offerors.

(End of Addendum)