Attachment 1 - Section L- Instructions Conditions and Notices to Offerors 6.17.25.pdf

Attachment 1 Section L - Instructions, Conditions, and Notices to Offerors

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

PHYSCIALLY REMOVED FROM ANY RESULTANT AWARD.

1. Overview

To ensure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. This section L of the Request of Proposal (RFP) provides general guidance for preparing proposals as well as specific instruction on the format and content of the proposal. The offeror’s proposal must include all data and information requested in Section L and must be submitted in accordance with these instructions. Non-conformance with the instructions provided in this Section L and/or failure to meet a requirement may result in an offer being ineligible for award.

1.1. General Instructions

The offeror’s proposal must include all data and information requested within this section. Proposals may be submitted by ALL interested parties in https://sam.gov and within the Solicitation Module in PIEE (https://piee.eb.mil). Potential offerors are encouraged to subscribe for real-time email notifications when information has been posted to the website for this solicitation.

Offerors shall meet all solicitation requirements, including terms and conditions, representations and certifications. Failure to meet a requirement may result in an offer being ineligible for award.

Each proposal shall consist of three (3) separate volumes:

Volume I – Price Proposal Volume II – Technical Volume III – Past Performance

1.1.1. The proposal shall be clear, concise, and shall include sufficient detail for an effective evaluation and provide complete accompanying rationale. The proposal should not rephrase or restate the Government’s requirement but shall provide conclusive rationale to address how the offeror intends to meet the requirements. All offerors will provide detailed capabilities and experience and will base its evaluation on the information presented in the offeror’s proposal, past performance and any questionnaires returned to the source selection team.

The contracting officer listed below is the Government’s sole point of contact for this acquisition. Written requests for clarification must be sent to the POCs at the following email addresses:

Shawn Edwards, shawn.edwards.14@us.af.mil Ashley Williams, ashley.williams.85@us.af.mil SrA Melissa Perez-Hughes, melissa.perez-hughes@us.af.mil

1.1.2. If an offeror believes that the requirements in these instructions contain an error, omission or are otherwise unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale and remedies the offeror is asking the Contracting Officer to consider. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion. This reservation includes matters of additional or substitute pages of the initial proposal.

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

2.0. Specific Instructions

2.1. Offerors are responsible for submitting proposals (including any revisions, and amendments) to reach the Government office designated in this solicitation by the time specified in the solicitation. Paper (hard copy) proposals shall NOT be provided and will not be evaluated. EMAIL SUBMISSION OF PROPOSALS WILL NOT BE ACCEPTED. Proposals may be submitted in one of the following three ways:

2.1.1. Offerors may deliver proposal through the Solicitation Module in Procurement Integrated Environment (PIEE). Offerors are responsible for ensuring PIEE registration and any training needed is completed prior to anticipated solicitation closing date. See links below:

Solicitation Module Training: https://pieetraining.eb.mil/wbt/xhtml/wbt/sol/index.xhtml

2.1.2. Proposals may be hand carried by submission of disks (CDs or DVDs) containing electronic files.

Title of the documents should include the offerors CAGE code (e.g. “Vol 1 Tech Proposal CAGE#”). The physical address for hand carried deliveries is 350 Tully Street, Building 90339, Hurlburt Field, Florida 32544. Contractors should request base access for hand carried proposal delivery NLT 72 hours prior to the proposal due date/time by sending an email request identifying the company name and list of individuals requesting access to the POCs identified in paragraph 1.1.1. in the previous section.

2.1.3. Proposals may also be submitted by mail to the 1st Special Operations Contracting Squadron at Hurlburt Field, Florida. Mailed proposals must be on disk (CD or DVD) and all files must be in .pdf format with the exception of Attachment 8, Attachment 9, and Attachment 19a which must be in .xlsx.

Title of the documents should include the offerors CAGE code (e.g. “Vol 1 Tech Proposal CAGE#”). DO NOT use U.S. Postal Service (USPS) mail service. Mail only using commercial carriers, UPS or FedEx.

It is the responsibility of the proposing company to ensure the package is delivered on time. The address for proposal submission is:

350 Tully Street Building 90339 Hurlburt Field, Florida 32544

2.1.4. Questions must be submitted via email to the personnel noted above in 1.1.1. All questions are due no later than 9:00 AM CST, by 15 May 2025. All questions and answers will be posted to the PIEE Solicitation Module as well as the SAM.gov website. It is the responsibility of the contractor to continuously monitor the site for updates. To mitigate the risks associated with the cancellation of this solicitation due to untimely submission of questions, all questions must be submitted electronically to the individual(s) listed below. Any questions submitted after this period may not be answered.

Shawn Edwards, shawn.edwards.14@us.af.mil AND Ashley Williams, ashley.williams.85@us.af.mil AND SrA Melissa Perez-Hughes, melissa.perez-hughes@us.af.mil

2.1.5. The offer due date is specified in Block 8 of the SF 1449 for this solicitation. By signing block 30a of the SF 1449, the offeror certifies that the proposal is valid for 6 months from the due date and time.

2.1.6. Each offeror’s proposal must be saved in .pdf format and shall follow the instructions in FAR 52.212-1.

Offers shall be on 8.5” X 11” page, with specific limits for each volume listed below. The offeror shall not submit elaborate brochures or documentation, detailed artwork and other embellishments.

2.1.7. All proposals shall be complete and clearly presented, to include sufficient detail for effective evaluation as detailed in Section M of this solicitation. Proposals shall be assembled in an orderly manner.

3.0. General Information – Volume I, II, and III

3.1. A complete proposal shall consist of three (3) volumes: Volume I, Price Proposal, Volume II, Technical and Volume III, Past Performance. Specific guidance regarding the content is provided below.

Page limitations shall be treated as maximums and if exceeded, the excess pages will not be read or considered in the evaluation of the proposal.

3.1.1. An electronic page is defined as each face of an 8.5”x11” electronic sheet of paper containing information. For formatting purposes, the font size shall not be less than 12 pitch. Pages shall be numbered sequentially by volume. A table of contents and one-page cover sheet is allowed, but will adhere to the above font requirements and will not be included in page limitations.

Volume Volume Title Copies

(Electronic) Page Limit

I Price Proposal:

Pricing Discount Coefficient Supplemental Priced Items (SPI) List Common COCESS Items Price List Teaming Arrangement Documentation Signed SF1449, amendments, Sch B, Reps & Certs Attachment 6- Financial Reference Sheet

1 No Limit

II Technical Store Management Plan Transition Plan

1 original and 1 sanitized

No more than 10 pages for each subfactor

III Past Performance Past Performance Information Past Performance Questionnaires Consent Form, if applicable

1 10 pages for past performance information. *this limit does NOT include past performance questionnaires and consent forms*

NOTE 1: Past performance information must contain no more than five (5) references of relevant and related contracts performed within the last three (3) years. If the offeror is a Joint Venture, in addition to the five (5) references for the prime, the offeror may provide up to five (5) additional references for the Joint Venture. It is the sole responsibility of the offeror to track the submission of Past Performance Questionnaires and ensure that the Government receives them NOT LATER THAN THE DUE DATE AND TIME ESTABLISHED IN THIS RFP FOR OFFER SUBMISSION. The evaluator shall email questionnaires to:

Shawn Edwards, shawn.edwards.14@us.af.mil, AND Ashley Williams, ashley.williams.85@us.af.mil AND

NOTE 2: Provide the form, Consent Form. Concerns submitting offers on a particular acquisition as joint ventures are considered as affiliated and controlling or having the power to control each other regarding performance of the contract. i.e. joint profit, for which purpose they combine their efforts, property, money, skill, or knowledge, but not on a continuing or permanent basis for conducting business generally.

Joint Ventures are characterized as two or more business entities that have been merged to create one business entity with equal responsibility during the contract and will have a single Cage Code joining the two companies.

Volume 1- Price Proposal, General Instructions

3.2.1. The offeror’s price proposal shall fully and clearly demonstrate reasonableness as well as document the Total Evaluated Price (TEP). The contract will have a five-year ordering period. The offered discounts for each category in, Attachment 9 - Pricing Discount Coefficent Table, will be applied by the offeror in Attachment 8 which will automatically calculate a total for each category. Each category will be summed to determine the TEP.

3.2.2. Data outside of what is required by this instruction shall not be submitted, unless the offeror considers it essential to document or support their price position. All data relating to the proposed price must be included in the section of the proposal, Price Volume. Adequate price competition is expected for this solicitation, thus if only one offer is received the offeror may be required to provide data other than certified cost or pricing data in accordance with FAR 15.403-3, Requiring Data Other Than Certified Cost or Pricing Data.

3.2.3. Attachment 9 - Pricing Discount Coefficient Table shall be submitted in accordance with these instructions. Offerors shall propose a discount percentage for each database category. For the purposes of evaluation, the Government has provided a primary and alternate for each database category. By proposing a discount percentage against an identified database for each category, the offeror is proposing to sell items found in the database category at the advertised price multiplied by the corresponding category coefficient factor. The discount percentages will be incorporated into the awarded contract.

3.2.4. Attachment 8 - Common COCESS Items Price List. Offerors shall complete Attachment 8 using the discount coefficients proposed in Attachment 9 – Pricing Discount Coefficient Table. Items found on Attachment 8 are for evaluation purposes only and do not represent the full list of items required to be purchased on behalf of the Government. Offerors shall provide their discount coefficients to the yellow highlighted areas of the spreadsheet. No other alterations to this attachment are permitted. Once input, the discount will be automatically applied and the discounted price will populate in the spreadsheet. The totals of each category will then be automatically displayed on the main page of the spreadsheet. Each category will automatically be summed to calculate the Total Evaluated Price for purposes of this evaluation.

3.2.5. Items included in Attachment 19 - CDRL A0010 Supplemental Priced Item List (SPI) are items that cannot be found in the category databases. As stated on the CDRL, the Contractor shall submit the SPI to the Government within 30 days after contract award. All like-item submissions must contain the part number or serial number and the manufacturer. The SPI list shall be updated as changes occur through contract modifications.

Volume II Technical

3.3.1. All offerors must submit one (1) original and one (1) sanitized copy with CAGE code only in place of Company Name. Sanitized copy shall be provided as a separate file name (i.e., “Sanitized Tech Proposal CAGE #”). Sanitized copy shall include all subfactors. Technical Volume with their proposal.

Responses will be evaluated against the Technical Factors identified in Addendum 52.212-2. Proposals shall provide convincing information to address the technical portion of the offer. The Government will base its evaluation on the information presented in the offer. Any paraphrasing of the Statement of Work or phrases such as, standard procedures will be employed or well-known techniques will be used, will be considered unacceptable and negatively impact the offeror’s rating. The use of visual aids or artwork are not necessary or desired.

3.3.2. The Technical volume shall be comprised of two parts and limited to no more than ten (10) pages each.

SUBFACTOR 1: Store Management Plan SUBFACTOR 2: Transition Plan

3.3.3. Store Management Plan (Attachment 11 - CDRL A0002)

3.3.3.1. The contractor shall submit a Store Management Plan with their proposal. The plan shall identify the management and staffing requirements the contractor plans to use to ensure compliance with the Performance Work Statement (PWS).

3.3.4. Transition Plan (Attachment 17 - CDRL A0008)

3.3.4.1. Offerors shall provide a Transition Plan within 10 days after award that contains key milestones that illustrate when the offeror intends to manage, staff, set-up, and complete all required tasks within 30 days after contract award and be able to perform in accordance with the Performance Work Statement of the first day of the performance period without degradation of support from the previous contract.

3.3.5. Additional Information

The Government reserves the right to amend the PWS or solicitation prior to the response due date and time. All amendments will be communicated via PIEE module and SAM.gov, to include questions/answers, new attachments, and new response due dates and times.

Volume III, Past Performance Information

3.4.1. All offerors shall provide recent and relevant past performance information. Information provided may be letters, customer surveys, independent surveys, etc. to validate customer satisfaction, quality of completed projects (that are similar) and overall job performance within the last three years. If there are any corrective actions, an explanation must be included to include any remedies. If the contractor does not have recent and relevant past performance, the offeror shall state this in their proposal.

Past Performance Information that is not recent or relevant will not be evaluated.

Recent past performance – defined as ongoing contracts with a performance history, and contracts completed within three (3) years from the issue date of this solicitation.

Relevant contracts – defined as contracts that meet the definition listed in Section M.

3.4.2. Past performance references for the same or similar type of contracts will be evaluated. Evaluation of the quality and extent of the offeror’s performance deemed recent and relevant to this solicitation will be performed by the Government. Past performance sources from either other Government sources or commercial sources will also be used. Relevant information may also be obtained from the Contractor Performance Assessment Reporting System (CPARS) or any other means the Government deems necessary.

3.4.3. If the offeror intends to submit past performance information of an affiliate company, teaming arrangement member or a joint venture partner, then the offeror shall provide sufficient information to clearly convey the roles and responsibilities that each member or partner performed. Past Performance information of affiliates, team members, or joint venture partners shall be consistent with the proposed roles and responsibilities that each member or partner will perform for this requirement. Identify each member's share of the prospective contract, 50/50, 51/49, etc. Clearly establish roles of each party (who is prime and who is subcontractor, who is responsible for what tasks, contract administration, proposals, work management, etc.). Provide for protection of competition-sensitive proprietary information (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. Include a Statement of Assurance that the team member will not be replaced for the duration of the contract, and any exceptions should be identified. Also, include a Statement of Assurance that the team members are not teaming with another firm for this requirement. Include a Statement of acknowledgement that the Prime Contractor is responsible for adhering to contract terms and conditions and daily management. The Prime Contractor is obligated to negotiate in good faith and is responsible for conveying mandatory government terms and conditions to subcontractors. The prime contractor shall remain fully responsible for contract performance, regardless of any teaming agreement between the prime contractor and its subcontractors.

Past Performance Questionnaires (Attachment 5)

3.4.4. The submission of past performance questionnaires does not count towards the page limit for the offeror’s Past Performance Volume. The Government requires the offeror to send out the questionnaire to each of the relevant and recent Past Performance POCs. Altered or substituted questionnaires will not be evaluated. All past performance questionnaires will only be accepted electronically from the Project Owner or authorized representative. Questionnaires will not be accepted from prime contractors, subcontractors, or manufactures. Offerors are responsible for ensuring their questionnaires are sent to their references and the questionnaires are returned fully completed directly via email to:

Shawn Edwards, shawn.edwards.14@us.af.mil, AND Ashley Williams, ashley.williams.85@us.af.mil AND