DRAFT_Addendum_to_FAR_52.212-1.docx

Addendum to FAR 52.212-1 – Instructions to Offerors – Commercial Items

Proposal Requirements

I. Proposal Format

A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. 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. If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. Offerors shall submit only one proposal for the Joint Exercise Program (JEP) requirement as the Government will review only one proposal per offeror. Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the Addendum to the solicitation. Proposals must be received by the contract specialist, Ms. Keely Webb and the contracting officer, Major Raissa Kliatchko at the e-mail addresses below no later than the date and time specified in Block 8 on the face page of the RFP. However, offerors are requested to submit Volume III, Past Performance Information, so that it is received 10 calendar days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in offeror disqualification.

763 SCONS / PKA

Attn: Solicitation FA445219RA003 Attn: Ms. Keely Webb / Maj Raissa Kliatchko 510 POW/MIA Drive, Bldg. P-40 Scott AFB, IL 62225

Ms. Keely Webb – keely.webb@us.af.mil Maj Raissa Kliatchko – raissa.kliatchko.1@us.af.mil

B. Communications: Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. Email may be used to transmit such information only if the email can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. Otherwise, source selection information will be transmitted via direct mailing. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation 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). Otherwise, source selection information will be transmitted via direct mailing or Encryption Wizard at https://tens.af.mil/download.htm#ew. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

II. Volume Organization

A. General: Proposals shall be submitted to the Government in four (4) separate volumes as set forth below:

*Limit past performance volume to five (5) pages per contract reference submitted and no more than three (3) contracts for prime contractor and two (2) contracts for each significant subcontractor. Each task order reference submitted will count toward the three (3) contracts limit for the prime and two (2) contracts limit for each significant subcontractor. Complete a Past Performance Information Sheet (PPIS) located at Attachment 1 for each contract submitted.

**Each page shall be counted except the following: blank pages, cover pages, table of contents, tabs, glossaries, and resumes of key personnel.

In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1. The proposal package must show the time and date specified for receipt. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, i.e. I, II, III, etc. Proposals shall be in the English language and all monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 12. Each volume within the proposal shall be separately titled and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats and/or color presentations are not desired or required.

3. The page limitation for Volume II, Written Technical Proposal is 20 pages. The page limitations include any cover page, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any table of contents or list of acronyms (if utilized). 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.

4. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself.

5. Each page containing proprietary information should be so marked.

6. 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

7. Submission of the initial proposal packages shall be via electronic mail. Initial proposal packages shall sent via e-mail to the addresses identified below.

Ms. Keely Webb, Contract Specialist: keely.webb@us.af.mil Maj Raissa Kliatchko, Contracting Officer: raissa.kliatchko.1@us.af.mil

B. Volume I, Completed RFP

1. General: 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, including the proposed prices associated with the contract line items in the Schedule of the RFP.

C. Volume II, Written Technical Proposal

1. General: The written technical proposal 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.

2. Format and Specific Content: The following information shall be provided in the written technical proposal and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Addendum to FAR 52.212-2, Evaluation Basis for Award. The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the PWS. For each subfactor, the offeror shall identify risks, if any, associated with the proposed approach and actions the offeror will take to mitigate the identified risks. If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach.

Subfactor One: Technical Approach

Subfactor Two: Staffing Approach (Sample Tasks: Some source selection teams find it useful to use a sample scenario or task to aid in the evaluation of a Technical subfactor. In some cases a sample task or scenario may be particularly useful, such as where the problem-solving skills are themselves a critical discriminator (for example, contracts for engineering services or critical analysis). If appropriate, make the sample task the first known delivery order/task order. It is suggested that you limit sample tasks/scenarios to address only the most critical aspects of the program. Tasks/scenarios that are too broad or complex may overwhelm the offerors in terms of the time and cost of producing an acceptable solution and thus, not provide the insight that was intended to be provided. Also, keep in mind, your evaluation team will have to read and evaluate each proposed solution. Sample tasks/scenarios need to be designed with a specific purpose in mind. They should be focused on obtaining only the information needed to satisfy the intended purpose. They must not be based on known or contemplated requirements, unless the sample task will become the first order under the contract. (For instance, if your requirement is for scientific or engineering services to solve specific problems then do not ask the offerors to solve those problems in their proposals. This would be seen as attempting to get the offerors to solve your problems at their expense rather than contracting for their services.) Be certain to limit redundancy between the sample task/scenario and other Technical subfactors.

Note: If you include a sample task/scenario, you must discuss in Section M how it will be evaluated and contribute to the rating of the applicable Technical subfactor.)

D. Volume III, Past Performance

1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture member or subcontractor in accordance with the format contained in the “PPIS” (See RFP Attachment 1) and the following paragraphs.

2. Past Performance Format: The requested present and past performance information shall be provided in a separate document titled "Volume III - Past Performance". A summary page shall be provided for this acquisition, describing the proposed role of the offeror and, any joint venture member or subcontractor (nature of work and percentage of overall work). Each offeror/joint venture/subcontractor member shall complete a separate PPIS for three active or completed contracts for prime and two for subcontractor (with at least 10 months of performance history) in the past three years from the issuance date of the RFP, that the offeror/joint venture/subcontractor member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds three (two for subcontractor), each offeror/joint venture/subcontractor member shall address its three (two for subcontractor) most recent and relevant contracts. The offeror's/joint venture/subcontractor member’s present and past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions or corporate management if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. The PPIS shall clearly indicate the division or corporate organization that performed or is presently performing the contract. Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers.

3. Ordering Type Contracts Submission: If the contract you are submitting is an ordering type contractual vehicle (for example, including but not limited to an Indefinite Delivery “D” type contract per FAR 16.5), only after issuance of a delivery/task order does performance occur. Given this, an individual order (or series of orders) under the basic ordering contract shall be submitted, in lieu of just the basic ordering contract itself. All information provided to the Government, for an ordering type contractual vehicle, shall be at the order level (i.e. a delivery/task order).

When determining what order (or series of orders) to submit for evaluation, please reference Addendum to FAR 52.212-2, Paragraph II.D. for details on how the Government will evaluate each submitted effort for recency, relevancy, and quality. In order to achieve optimal programmatic/logistical scope and magnitude of effort and complexities, as described in Addendum to FAR 52.212-2 paragraph II.D.4. The offeror should consider submitting a series of orders, if possible. However, a series of orders should only be submitted if the series of orders is for continuous technical scope demonstrating relevancy to the instant acquisition. Not all ordering type contractual vehicles will have series of orders that meet this criteria. In this instance, only the single order demonstrating relevant technical scope should be submitted for evaluation.

When submitting an individual order (or series of orders) under an ordering type contractual vehicle, it is important that the offeror’s past performance information be accurate, complete, and in the correct format. If the information is not submitted in the correct format, the Government will not be able to evaluate the effort for recency, relevancy, and quality. There are specific places for submission of this information in the PPIS RFP Attachment 1. Please ensure the information submitted, in the PPIS RFP Attachment 1, is for each order (or series of orders), in lieu of just the basic ordering contract itself. This includes but is not limited to information such as the dollar value, period of performance, quantity produced/managed, and type and complexity of data deliverables, for each order or series of orders. See paragraph 3.1 for further information on how to submit series of orders.

3.1 Series of Orders: When submitting a series of orders for evaluation, the offeror should list the orders under the basic ordering type contractual vehicle that demonstrate relevancy, as defined in the Relevancy Definitions in Addendum to FAR 52.212-2 paragraph II.D.4. Per the Note in Addendum to FAR 52.212-2 paragraph II.D.4, Relevancy consists of not only technical complexities, but programmatic/logistical considerations. The programmatic/logistical considerations include dollar value, length of effort, quantity produced, and type and complexity of data deliverables. If an offeror submits a series of orders for evaluation, the total dollar value of each order (in the series of orders), the period of performance dates of each order (in the series of orders), the total quantity produced on each order (in the series of orders) and the type and complexity of data deliverables for each order (in the series of orders) shall be submitted. The total dollar value of each order (in the series of orders) shall be added up to calculate the Total Dollar Value to be used in the evaluation, for the submitted effort. The total period of performance of each order (in the series of orders) shall be added up to calculate the Total Period of Performance to be used in the evaluation, for the submitted effort. The total quantity produced on each order (in the series of orders) shall be added up to calculate the Total Quantity Produced to be used in the evaluation, for the submitted effort. The type and complexity of data deliverables provided on each order (in the series of orders) shall be evaluated as a whole for the series of orders.

Caution: All orders within the series of orders, being submitted, should be for the same continuous technical scope demonstrating relevancy to the instant acquisition. The Government reserves the right to request additional information from the offeror or Points of Contacts provided to verify that the series of orders is for the same continuous technical scope.

4. Key Personnel: Offerors and joint venture members, if applicable, that are newly formed entities (in existence less than three (3) years from the issuance date of this solicitation) who either have no prior contracts or do not possess relevant corporate past performance, but have key personnel with relevant past performance while employed by another company, may demonstrate the performance of such key personnel by submitting PPIS for three of their most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition and this performance occurred during the past three (3) years from the issuance date of this solicitation. Note however, that the quality of the key personnel’s performance under the submitted contract must be able to be verified by the Past Performance Team in order to be considered in the assessment of confidence.

5. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the PPIS (RFP Attachment 1) for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Subcontractor/Teaming Partner Consent Form is attached to this RFP (see RFP Attachment 4). The consent form shall be completed by the team member(s) identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume III.

6. Past Performance Information Sheet (PPIS): The offeror/joint venture/subcontractor member, if applicable, shall focus its PPIS responses so that they clearly correlate present and past performance with the requirements of this RFP. The PPIS responses must clearly describe the relevance of the effort to the work proposed. The answering space on the PPIS may be expanded so that the filled-in PPIS for each relevant contract covers no more than both sides of three (3) 8 ½ x 11 inch pages. Provide the most current information for the Points of Contact (POCs) identified on the PPIS. At least two of the following (in descending order of availability) should be identified as current POCs on the PPIS:

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(c) Administrative Contracting Officer/Contract Administrator or equivalent

(d) Other (As specified in your PPIS)

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and include in the PPIS a description of programs or actions taken to resolve those causes. Problems not addressed in the PPIS, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist. Note: In the case of Contractor Performance Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.

7. Past Performance Questionnaire: The Present/Past Performance Questionnaire (see RFP Attachment 2) will be one means used by the Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). The offeror shall send out and track the completion of the Present/Past Performance Questionnaires (see RFP Attachment 2) to each of the offeror’s, joint venture member’s, and subcontractor’s (i.e., each entity’s) Points of Contact (POCs) identified in each PPIS. The responsibility to send out and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. The Transmittal Letter (see RFP Attachment 5) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Present/Past Performance Questionnaire directly to the Government not later than the date established in the RFP for receipt of proposals. POCs may submit their completed Present/Past Performance Questionnaire either electronically, or by mail. If sending electronically, follow the procedures outlined in paragraph I.B. Communications above, and email to: keely.webb@us.af.mil AND raissa.kliatchko.1@us.af.mil. If mailing, the POCs may return the completed questionnaires via mail directly to:

763 SCONS / PKA

ATTN: Ms. Keely Webb and Maj Raissa Kliatchko 510 POW/MIA Drive Scott AFB, IL 62225

If mailing, the outside envelope must be marked as follows:

NOTE: TO BE OPENED BY ADDRESSEE ONLY

The completed questionnaires should be contained in a second envelope marked with the mailing address and the following legend:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

Once the Present/Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror. Therefore, any exchange/contact between the offeror/joint venture/subcontractor member and its own POCs in regards to comments made on the questionnaire is not permitted.

8. Client Authorization Letter: In the event that commercial contracts are presented as present/past performance sources of information, a client authorization letter shall be issued to those commercial POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire. The offeror is required to send the client authorization letter(s) with the Present/Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after the RFP due date.

9. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the PPIS or in the offeror’s Present/Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and through other sources, other than those listed within the PPIS.

10. RFP Attachment Legend: RFP Attachments 1 and 2 (PPIS and Present/Past Performance Questionnaire) must include the following legend at the top and bottom of the page:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

E. Volume IV, Price Proposal This section is to assist you in submitting data other than certified cost or pricing data that is required to evaluate the reasonableness of your proposed price. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal. The contractor shall submit pricing information to support the completeness and reasonableness of their proposed prices for all CLINs. The pricing information submitted should fully support PWS requirements for each major functional element specified in the PWS. Also, a breakdown should be provided for price traceability which shows the skill mix, labor categories, number of hours, and labor rates. Information shall also be segregated by the performance periods and a total price for each CLIN and total price for each performance period. List the grand total for all performance periods.

5.1 Rounding

All unit and extended prices provided shall be rounded to the nearest whole dollar. All loaded labor rates shall be rounded to the nearest penny. Total AMOUNT prices shall be divisible by the unit quantity.