Attachment 14 SECTION L Instructions to Offerors.pdf

SECTION L – INSTRUCTIONS TO OFFERORS

1. GENERAL INSTRUCTIONS

1.1. The offeror's proposal must include all data and information requested by these Instructions to Offerors and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Solicitation and the Statement of Work (SOW). Evaluation will be made in accordance with Section M of this solicitation. Proposals shall be neat, indexed (cross-indexed as appropriate), and assembled in an orderly manner.

Include only information that is relevant to this source selection. Pages in excess of the maximum per the instructions in each section may be removed from the proposal and risk not being considered in the evaluation.

1.2. All proposal preparation costs will be the sole responsibility of the Offeror. The Government will not reimburse any firm for proposal preparation costs. Period for acceptance of offers: The Offeror agrees to keep the prices in its offer firm until 180 days after the proposal due date. Failure to meet a requirement may result in an unfavorable proposal evaluation and/or making an offer ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. It is the offeror's sole responsibility to ensure that the Government receives all the documents submitted by the offeror as required for this solicitation.

1.3. The proposal submission due date and time are specified in Block 13, SF 1442, of this solicitation.

1.4. By signing block 20B of the SF 1442, the offeror certifies that the proposal is valid from the due date and time listed in block 13A through the entire period specified in block 13D.

1.5. All referenced documents for this solicitation are available on the Contract Opportunities website at Sam.gov. Potential offerors are encouraged to subscribe (“follow”) for real-time e-mail notifications when information has been posted to the website for this solicitation.

1.6. The Government reserves the right to revise or amend the specifications, drawings, or the solicitation prior to the proposal closing time. Such revisions or amendments will be communicated by amendments to the Request for Proposal (RFP) and posted on Contract Opportunities website. If such amendments require material changes in quantities or prices, the proposal closing date (due date) may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include an announcement of the new closing date and time. Offerors MUST acknowledge all amendments in their proposal, either by completing SF 1442 Block 19, providing a signed copy of the amendments with their proposal (Volume I), or by separate letter which includes a reference to the solicitation and amendment numbers.

1.7. The Contracting Officer listed below is the Government's primary point of contact for this acquisition. Address any questions or concerns you may have to the Contracting Officer and the contract administrator. Written requests for clarification may be sent to the Contracting Officer and the Contract Administrator at the following email addresses: Mrs. Lori Clinton, Email: lori.clinton@us.af.mil. Mrs. Logan Hamm, Email logan.hamm.1@us.af.mil

1.8. The Contracting Officer will promptly notify offerors of any decision to exclude them from the competition; whereupon, they may request and receive a debriefing in accordance with FAR 15.505. Excluded offerors may request a preaward debriefing or they may choose to wait until after the source selection decision to request a post award debriefing. However, excluded offerors are entitled to no more than one debriefing for each proposal. The Contracting Officer will notify unsuccessful offerors of the source selection decision in accordance with FAR

15.503. Upon such notification, unsuccessful offerors may request and receive a debriefing.

Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

1.9. 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 as well as the remedies the offeror is asking the Contracting Officer to consider as related to the claimed omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions. This reservation includes matters of additional or substitute pages of the initial proposal.

1.10. 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 and affordability of the price.

1.11. Proposals may only be submitted by 8a Small Business firms at the time of proposal submission and at time of award. Each business must be an 8(a) Small Business under the designated NAICS size standard (236220). In order to submit an offer on a solicitation, each business concern in a teaming agreement must be a small business under the designated NAICS size standard (236220).

2. COMMUNICATIONS

2.1. Exchanges of information between Government and the offerors will be controlled by the Contracting Officer. Email shall be used to transmit such information. For large files or sensitive information, offerors can use DoD SAFE at https://safe.apps.mil/. The contractor is solely responsible for ensuring the receipt of any information sent to the Government.

3. SPECIFIC INSTRUCTIONS. The following instructions are to aid in the evaluation process.

3.1. Offerors are responsible for ensuring proposals (including any revisions, and amendments) reach the Government office designated in this solicitation by the time specified in block 13, SF 1442, of this solicitation.

3.2. The proposal shall be submitted via one (1) DoD SAFE Link. We will not accept e-mail, hard copy or faxed proposals.

3.2.1. All documents must be in .pdf format. Title of the documents should include the offeror’s CAGE code (i.e., "Vol II Tech Proposal CAGE#").

3.3. Proposals shall be complete, clearly presented, and include sufficient detail for effective evaluation as detailed in section M of this solicitation and for substantiating validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of the offeror's facilities and/or experience and will rely heavily on the information presented in the offeror's proposal. Proposals shall be neat, indexed (cross-indexed as appropriate) and assembled electronically in an orderly manner. Elaborate artwork and expensive visual and other presentation aids are neither necessary nor desired. Include only information that is relevant to this source selection.

3.4. Organization/Number of Copies/Page Limits.

3.4.1. A complete proposal shall consist of four (4) volumes:

Volume I – Completed Request for Proposal (RFP) Volume II – Program Management (Section M, Factor 2, Subfactor 1) Volume III

Past Performance Information (Section M, Factor 3) Signed Teaming Agreement (if applicable)

Volume IV – Seed Project & Price Proposal (Section M, Factor 1 & Factor 2, Subfactor 2)

Specific guidance regarding the content of each volume will be discussed further below. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. When Evaluation Notices (ENs) are necessary, the Government will issue them by electronic means to prospective offerors. Page limitations may be placed on responses to these ENs and such limitations will be provided at the time the EN is issued.

3.4.2. Electronic Page Size, Format and Limit.

3.4.2.1. An electronic page is defined as each face of an 8 1/2" X 11" electronic sheet of paper containing information. Pages in excess of the maximum page limits defined below will not be evaluated. For the purposes of formatting, the type font shall not be less than 12 pitch.

Pages shall be numbered sequentially by volume.

VOLUME PAGE LIMITS

Volume Page Limit Volume I – Completed Request for Proposal (RFP) None Volume II – Program Management 20 pages Volume III – Past Performance Information 20 pages Volume III – Signed Teaming Agreement (if applicable) None Volume IV – Seed Project & Price Proposal 30 pages

3.4.2.2. All pages of each part shall be appropriately numbered and identified with the RFP number. Each page containing proprietary information should be marked as such. Pages in excess of the maximum will not be evaluated. Additionally, each page should contain the following legend at the bottom of each page: SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104.

3.4.3. Cost or Pricing Related Data. All cost and/or pricing data shall ONLY be addressed in Volume I.

3.4.4. Indexing. Electronic files should be titled appropriately to easily discern each volume.

Tab indexing is not included in the page limitations.

3.4.5. Proposal Acceptance Period. The proposal acceptance period is specified in Block 13d, SF 1442, of this Solicitation.

4. VOLUME I – COMPLETED RFP

4.1. Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require "fill in" information are appropriately completed.

4.1.1. Complete blocks 14, 15, 16, 17, 19, and 20a-c of the SF 1442, Solicitation, Offer, and Award. An authorized official of the firm submitting the offer must sign and date the SF 1442 in block 20a-c. (In doing so, the offeror accedes to the contract terms and conditions as written in the RFP, Sections A through K).

4.1.2. Complete the necessary fill-ins and certifications located in section I through K. Section K shall be returned in its entirety. For sections C through I, the offeror shall submit only those pages that require a fill-in response.

4.1.3. Provide a copy of the letter from the Small Business Administration (SBA) showing proof of certification as a Section 8(a) contractor.

4.1.4. Provide a copy of joint venture agreement documents, if applicable.

4.1.5. Extreme care should be exercised to ensure that no price data of any kind is included in any other part of the proposal.

4.1.6. Complete representations and certifications in the System for Award Management

(SAM).

5. VOLUME II – PROGRAM MANAGEMENT (Section M, Factor 2, Subfactor 1).

5.1 Key Personnel Capabilities and Functions. The purpose of this subfactor element is to ensure offerors propose a logical organizational and management structure, key personnel with the proper qualifications and experience, and effective management of key personnel capabilities and functions.

5.1.1 Offerors shall provide an organizational diagram that depicts the offeror's overall organizational and management structure. The diagram shall include the key personnel expected under this contract and lines of responsibility.

5.1.2 Offerors shall provide evidence that their proposed key personnel meet the minimum standards (education and/or experience) for those positions in accordance with the SABER Statement of Work (SOW). Provide individual's name, title, duty, years of experience and describe experience level relating to similar multidiscipline construction projects involving repair, alteration, or new construction of real property including size and scope. The Offeror shall provide information for the following disciplines:

Programject Manager Quality Control Manager

5.1.3 Provide TWO (2) resumes clearly showing the level of education, and a minimum of five

(5) years of experience as outlined in the SOW. Each individual's name, title, duty, years of experience, and experience relating to similar contracts in size and scope of the contract in resume format. After award, any alternates or replacements must have similar qualifications in dealing with projects of similar size and scope, and will be approved by the Contracting Officer.

5.1.4 Identify the maximum number of active projects to be assigned to Project Managers and Quality Control Managers with a rationale to support the determination.

5.1.4 Identify how often work associated with each active project will be inspected by specific key personnel with Quality Control responsibilities and key personnel with Safety Management responsibilities. Provide a rationale to support the determination.

5.2 Subcontract Management Plan. The purpose of this subfactor element is to ensure the offeror has an effective plan for acquiring qualified subcontract support and to define company policy, procedures, and responsibilities for post-award management of subcontractors.

5.2.1 Describe the method and criteria to be used in selection of subcontractors and the policies and procedures for subcontractor management, including surveillance, quality control, scheduling, and performance.

5.2.2 Identify the proposed level of subcontracting and in-house/organic work to be accomplished and addressing how the offeror will mitigate potential issues caused by the availability of local labor.

5.2.3 Describe the plan for handling surges in workload and/or in number of concurrent active task orders due to cyclical funding, emerging requirements (e.g. emergency repairs), etc. by way of obtaining additional subcontractor support and/or augmenting existing in-house project resources/supervision.

5.2.4 Bonding Capacity. Provide evidence that the offeror is able to obtain the maximum single award/task order performance and payment bonding capacity of $1M and a minimum aggregate bonding capacity of $5M, backed by a bonding surety with a certified Department of Treasury Surety, as listed in FAR 28.202. The document(s) shall include the surety company's name, address, phone number, and points of contact.

6. VOLUME III – PAST PERFORMANCE and SIGNED TEAMING AGREEMENT (Section M, Factor 3)

6.1. Contractor Performance Assessment Reporting System (CPARS) evaluations are not included in the page limitation.

6.1.1. PAST PERFORMANCE INFORMATION. Offerors shall provide adequate past performance information on five (5) recent and relevant completed Federal Government contracts. Two (2) of the five (5) completed contracts must have a value that exceeds $250K. .

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 Section M. Failure to provide required relevancy description may impact the confidence rating. If in a teaming agreement or joint venture with no combined past performance, projects from either/both team members can be submitted not to exceed five (5) total projects with at least two

(2) projects from each team member.

6.1.1.1. Provide a summary of the previous contracts described above, not to exceed four

(4) 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 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). The summary should not exceed four (4) pages per reference 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) Brief description of work performed, and why the effort is relevant

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

6.1.1.2. Each proposal shall provide current and relevant information regarding an offeror's actions under previously awarded contracts.

6.1.1.2.1. If a project is currently available in the Contractor Performance Assessment Reporting System (CPARS), the contractor should submit the evaluation to the 97th Contracting Flight office before the official closing date and time. Electronic submissions shall be sent to:

Mrs. Lori Ann Clinton – lori.clinton@us.af.mil

Mrs. Logan Hamm – logan.hamm.1@us.af.mil

6.1.1.3. Lack of any past performance will not automatically disqualify an offeror, but it is a factor that is considered in the Best Value Subjective Tradeoff Source Selection evaluation process described in Section M.

6.1.1.4. If the offeror claims there is no past performance, then that status must be identified to the Contracting Officer not later than the date/time proposals are due from all offerors.

6.1.2. Volume III Signed Teaming Agreement - If Teaming Agreements are contemplated, they must comply with the appropriate Federal Regulations.

6.1.2.1. The Government will recognize the integrity and validity of formal contractor teaming agreements; provided, the agreements are identified, and company relationships are fully disclosed in an offer. A teaming agreement must establish each party's role in the proposal preparation process and will be incorporated into the contract. Failure to clearly define roles and/or provide a teaming agreement with a proposal shall make teaming arrangements and related subcontractor past performance ineligible for evaluation and consideration of award. The prime contractor shall remain fully responsible for contract performance, regardless of any teaming agreement between the prime contractor and its subcontractors. Teaming Agreements must provide the following information as part of their proposal, Volume III (b), not later than the date/time proposals are due:

6.1.2.1.1. 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.);

6.1.2.1.2. 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;

6.1.2.1.3. Identify each member's share of the prospective contract, 50/50, 51/49, etc.;

6.1.2.1.4. Exclusivity. Assurance that the team member will not be replaced for the duration of the contract, any exceptions should be identified. Assurance that the team members are not teaming with another firm for the same procurement; and

6.1.2.1.5. 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 responsible for conveying mandatory government terms and conditions to subcontractors.

6.1.2.2. The prime contractor shall remain fully responsible for contract performance, regardless of any teaming agreement between the prime contractor and its subcontractors.

6.1.2.3. At the time of receipt of proposals and at time of award, each business must be an 8(a) small business. In order to submit an offer on a contract, each business concern in a teaming agreement must be a small business under the designated NAICS size standard.

7. VOLUME IV – SEED PROJECT PROPOSAL (Section M, Factor 1 & Factor 2, Subfactor 2)

7.1. The Seed Project will be used to evaluate Factor 1 – Price and Factor 2, Subfactor 2 – Seed Project for all of the offerors. The seed project will be awarded to the SABER MACC awardee with the lowest price to the Government. All other awardees will receive an initial task order to attend a pre-construction conference and invoice accordingly. The first task order is anticipated to be issued on the same day of award of the resulting IDIQ.

7.2. Using the Government provided Seed Project Statement of Objectives Attachment and other Seed Project Attachments, provide a proposal for this Project.

7.2.1. Seed Project Price Proposal: A proposal in which the total price for the seed project is identified using a detailed construction cost estimate breakdown showing the lump sums for the subtotals for each standard construction division a.-j. (as shown below). The proposed price for the sample project must be based on the offeror’s own technical approach submitted in the Technical Proposal and in accordance with the General Specifications, Statement of Work, Drawings, and the Material Submittal Schedule, as set forth herein. The sum of the divisions must equal the total proposed price for the sample project and must be submitted on the provided detailed construction cost estimate breakdown.

a. Mechanical

b. Electrical

c. Civil

d. Architectural

e. Equipment

f. Materials

g. Profit

h. Overhead

i. Bonds

j. General and Administrative

7.2.2. All offerors should base pricing of the sample project on a performance period of 75 calendar days.

8. RELATIONSHIP BETWEEN INSTRUCTIONS AND EVALUATION

8.1. Your attention is directed to the functional relationship between Sections L and M of this solicitation. Section L provides information for the purpose of organizing the proposal and is not intended to be all inclusive. Section M describes evaluation factors for award. Since the Government evaluation of proposals will cover areas identified in Section M, proposals should address all such areas of evaluation.

9. AMENDMENT OF SOLICITATION PRIOR TO CLOSING

9.1. The Government reserves the right to revise or amend the specifications, drawings, or the solicitation prior to the proposal closing time. Such reservations or amendments will be communicated by amendments to the Request for Proposal (RFP) and posted on the Contract Opportunities website (Sam.gov). If such amendments require material changes in quantities or prices, the proposal closing date may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include an announcement of the new closing date and time. Offerors MUST acknowledge all amendments in their proposal (Volume I), either by completing SF 1442 Block 19, providing signed copies of the amendments with their proposal, or by separate letter which includes a reference to the solicitation and amendment numbers.

10. QUESTIONS

10.1. All questions regarding this solicitation must be submitted in writing via e-mail. All questions and subsequent answers will be posted to the Contract Opportunities website Sam.gov.

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 no later than close of business 5 business days after the preproposal conference. Any questions submitted after this period may not be answered.

Mrs. Lori Ann Clinton - lori.clinton@us.af.mil

Mrs. Logan Hamm – logan.hamm.1@us.af.mil

11. FEDERAL HOLIDAYS: The following Federal Legal Holidays are observed by Altus

AFB:

New Year's Day - 1 January Martin Luther King Day - Third Monday in January President's Day - Third Monday in February

Memorial Day - Last Monday in May Juneteenth Day – 19 June Independence Day - 4 July Labor Day - First Monday in September Indigenous Peoples’ Day - Second Monday in October Veterans Day - 11 November Thanksgiving Day - Fourth Thursday in November Christmas Day - 25 December