2 Section L 20 Dec 19.pdf

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

PHYSICALLY REMOVED FROM ANY RESULTANT AWARD, BUT WILL BE DEEMED

INCORPORATED BY REFERENCE.

SECTION L – Instructions, Conditions, and Notices to Offerors (Dated 20 Dec 19)

L1. Objective The resulting contract from this acquisition will be a Firm Fixed Price Contract. The Government will utilize Lowest Price Technically Acceptable source selection procedures to conduct a 100% small business set-aside competition.

L2. Government Point of Contact

The Government individuals listed below are the primary and alternate points of contact for this acquisition. Address all questions or concerns to both individuals. Written requests for clarifications may be sent to both individuals via email. The Government points of contacts are as follows:

Primary Alternate 2Lt Ling Lin Jeremy Dedmon Ling.Lin.1@us.af.mil jeremy.dedmon@us.af.mil

L3. Formal Communications

Offerors who determine the requirements of this solicitation require clarification(s) in order to enable submittal of a responsive proposal are requested to send all questions clearly stated with specific page, section, paragraph in writing by 6 Dec 2019 @ 1400. Questions should include sufficient detail to enable the Government to respond without requesting further clarification. These questions shall be directed to the Contract Administrator, 2Lt Ling Lin, and sent via email to ling.lin.1@us.af.mil. Answers will be compiled and posted electronically to the SAM.beta website:

https://www. beta.sam.gov

L4. Funding Information

In accordance with FAR 36.204 and DFARS 236.204 the anticipated magnitude of this contract is between $1,000,000 and $5,000,000.

L5. General Instructions

To assure timely and equitable evaluation of the proposal, the offeror must follow the instructions contained herein. The proposal must be complete, self-sufficient, and respond directly to the requirements of this solicitation.

L5.1. General Guidance

This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. Offeror’s are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those items identified as evaluation factors. Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate mailto:Ling.Lin.1@us.af.mil mailto:jeremy.dedmon@us.af.mil mailto:ling.lin.1@us.af.mil http://www/ the Government’s requirements, but rather, shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and capabilities and will base the evaluations on the information presented in the offeror’s proposal.

Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired or required.

The offeror shall establish the acceptance period till 31 December 2020 after the proposal due date specified in Block 13. The offeror shall make a clear statement in the proposal that the proposal is valid through this date.

In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy all other copies of unsuccessful proposals. No destruction certificate will be issued to the o f f e r o r .

The offeror shall complete blocks 14 through 20 of the Standard Form 1442. In doing so, the offeror accedes to the contract terms and conditions as written in the solicitation and all amendments, with attachments. The solicitation once awarded constitutes the contract.

L5.2. Format for proposal Part I-V

The offeror shall prepare the proposal in accordance with Table L1 – Proposal Order and Organization.

Proposals shall be sectioned into five (5) separate parts with dividers and marked accordingly; Part I - Executive Summary, Part II - Technical, Part III - Past Performance and Part IV- Price, Part V - Contract Documentation.

Table L1 – Proposal Order and Organization

Section L Paragraph Number

Part Part Title and Contents Copies Page Limit

L6. I Executive Summary

Cover Page – Company Name / Logo / Contact Information / Solicitation Number Tab 1 – Master Table of Contents Tab 2 – Glossary of Abbreviations and Acronyms

1 Electronic Copy (PDF Format)

4 pages

L7. II Technical

Tab 1 – Table of Content Tab 2 – Product Approach Tab 3 – Project Approach Tab 4 – Management Approach

1 Electronic Copy (PDF Format)

12 pages (Schedule is excluded from page limit)

L8. III Past Performance

Tab 1 – Table of Content Tab 2 – Past Performance Information

1 Electronic Copy (PDF Format)

10 pages

L9. IV Price

Tab 1 – AF 3052 and Number of Each Fixture Type and Price per Fixture Breakdown

1 Electronic Copy (PDF Format)

No Limit

L10. V Contract Documentation

Tab 1 – Table of Content Tab 2 – SF 1442 Tab 2a – All Amendments Tab 3 – Representations and Certifications Tab 4 – Any Exceptions to Solicitation Requirements

1 Electronic Copy (PDF Format)

No limit

L5.3. Page and Format

The page limitations established shall be treated as maximums. Pages exceeding the limitation set for in Table L1 – Proposal Order and Organization will not be read or evaluated and will be removed from the proposal. Each page shall be counted towards the maximum limit except the following: Cover page, Table of Contents, Tabs, Glossaries, Dividers, Blank pages, and Past Performance Questionnaires.

The proposals pages will be 8 ½” x 11”, except for charts, tables, or diagrams, which may not exceed 11” x 17”. A page is defined as one face of a sheet of paper (white or ivory in color) containing information and each face will be counted as one page. This includes all appendices, charts, graphs, diagrams, tables, photographs, etc. Typed data shall not be less than 12 points using Microsoft Word, Times New Roman font. Pages shall be numbered sequentially by using Part and Page (e.g., Part I, Page 1).

L5.4. Pricing Information

Pricing information shall only be addressed in the Price Proposal, Part IV.

L5.5. Table of Contents

Each part should contain a table of contents to outline the subparagraphs within that part. Tabs shall be used as breaks between each section.

L5.6. Glossary of Abbreviations and Acronyms

Part I shall contain a glossary of all abbreviations and acronyms for the entire proposal that explains each abbreviation and acronym.

L5.7. Electronic Proposals

Only proposals submitted electronically will be accepted. Proposals may be submitted via email to the primary and secondary POC

L5.8. Proposal Submission

Proposals shall be submitted electronically via email to the primary and secondary POC found in section L2 or on a CD-ROM mailed to the address below. Proposal must be submitted on or before the deadline specified in Block 13 of SF 1442. Please mark all packages as follows:

DO NOT OPEN IN MAIL ROOM

355th Contracting Squadron/PKA ATTN: 2Lt Ling Lin Solicitation No. FA487720R0003, Base LED Renovation 3180 S. Craycroft Road Davis-Monthan AFB, AZ 85707-3522

Contractor internet issues will not be considered in accepting a late proposal. If submitting via email please ensure the proposal is submitted with enough time to allow transmission of the entire proposal. It is recommended to confirm receipt of your proposal.

L5.9. Debriefings

The Contracting Officer will promptly notify offerors of any decision to exclude them from the competitive range; so the offeror may request and receive a debriefing in accordance with FAR

15.505. Offerors excluded from the competitive range, or determined to be “Unacceptable” during the evaluation process, may request a pre-award debriefing or they may choose to wait after the source selection decision to request a post- award debriefing. Offerors are entitled to no more than one (1) briefing.

L5.10. Discrepancies

If an offeror believes the requirement in these instructions contain an error, omission, or are otherwise unsound, the offeror must immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the offeror is asking the Contracting Officer to consider. The Government reserves the right to award this effort based on the initial proposal, without discussion.

L5.11. Electronic Reference Documents

All referenced documents for this solicitation are available on the SAM.beta website at http://www.

beta.sam.gov . Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

L5.12. Oral Presentations

Oral presentation will not be considered for this requirement.

L5.13. Competitive Range Determination

A competitive range is not anticipated for this requirement. In the event that discussions are held, a competitive range determination will be made in accordance with Section M.

L6. Part I – Executive Summary https://conit.af.mil/suite/sites/procurement-personnel-home/page/pph-home/record/lYBNS8-f6ETGDot5nK8tbMCURjLhMTxvHGhs43hsgGZu6PrUV_Yrai1I4KfEu-KEA-xyjIkyNKNpz1gponiVLrkfW5TyEHiG4motebi4RIM_twFSqrniQ/view/summary http://www.fbo.gov/

The executive summary part shall consist of the following:

L6.1. Cover Page

Titled with the solicitation number and LED Fixture Replacement for Offices and High Bay Areas.

Include the offeror’s name, logo, and contact information.

L6.2. Master Table of Contents (Tab 1)

Include a master table of contents for the entire proposal.

L6.3. Glossary of Abbreviations and Acronyms (Tab 2)

Include a glossary of ALL abbreviations and acronyms used throughout the entire proposal.

L7. Part II Technical

The purpose of this section is to allow the offeror to set forth in the most comprehensive manner its understanding of the LED Fixture Replacement for Offices and High Bay Areas requirements and to demonstrate its ability to meet the evaluation requirements of Section M – Evaluation Factors for Award. The technical information provided in the offer shall be specific and complete. Legibility, clarity, and coherence are very important. The offeror’s responses will be evaluated against the Technical evaluation criteria established in Section M – Evaluation Factors for Award. The offeror shall use the instructions provided below to provide the methodology the offeror would use to satisfying the factors and subfactors. Meeting all the requirements in the solicitation is mandatory.

The offeror is representing, by the proposal submission, that the offeror will perform all the requirements of the solicitation. The offeror should not merely reiterate the requirements specified in the solicitation, but instead should describe how the offeror plans to accomplish each of the requirements.

L7.1. Technical Evaluation Factors and Subfactors/Organization

Again, to facilitate the evaluation, the technical portion of the proposal should be specific, detailed, and complete to clearly and fully demonstrate that the offeror has a thorough understanding of the requirements for the accomplishment of the effort. The offeror shall describe the performance standards that have been established in each area and explain how performance standards will be met or exceeded. This section shall not contain any pricing data. The technical factors and subfactors consist of the following:

L7.1.1. Factor 1 – Product Approach

The offeror shall provide a comprehensive product approach developed specifically for implementation of this RFP. The product approach shall demonstrate the offerors ability to meet the requirements stipulated within the specifications. The product approach shall be suitable for the scope and complexity of the specifications and identified within the solicitation. The product approach shall include a specification sheet for each type of light fixture proposed, the types of fixtures per building, and the number of emergency lights per building.

L7.1.2 Factor 2 – Project Approach.

The offeror shall provide a comprehensive project approach developed specifically for appendix 1, sample facility. The project approach shall include a detailed staging plan, removal and install plan, and a disposal plan for the sample facility in the appendix. Each of these plans are further detailed below. Please see “Appendix 1.”

Staging Plan

The staging plan shall include detailed information on how the contractor plans to stage product within or around the building for installation purposes. This plan shall also include the offerors plan to stage removed product in performance of the contract. Since the facility will remain occupied during installation the plan shall ensure that minimum egress standards are upheld in the case of an emergency.

Removal and Install Plan

The removal and install plan shall detail the proposed process to remove existing fixtures in each building and installing new fixtures place of the existing fixtures. Since the facility will remain occupied the contractors plan shall include details on how the process will minimize work disruptions during the removal and install. No single fixture should be offline for more than two hours.

Disposal Plan

The disposal plan shall specifically include the contractors proposed disposal solution for each type of light. This plan shall detail how the contractor plans to minimize storage of old fixture and contractor created waste on base.

L7.1.3. Factor 3 – Project Management Plan (PMP)

The offeror shall provide a comprehensive PMP developed specifically for implementation of this RFP. The PMP shall demonstrate the offerors ability to meet the requirements stipulated within the specifications. The PMP shall be suitable for the scope and complexity of the specifications and identified within the solicitation. The PMP shall include and address each of the fo l lo w ing :

L7.1.3.1 Subfactor 1 - Management Approach

The PMP shall define the roles of the contractor management team, to include organization of Project Management, Superintendent, and the overall approach by the contractor to manage all aspects of the project efficiently.

L7.1.3.2 Subfactor 2 - Schedule Development and Adherence

The PMP shall include a schedule of work encompassing the entire period of performance of the project. The Government anticipates this project lasting 365 calendar days.

L8. Part III Past Performance

Each offeror shall submit past performance that contains recent and relevant past performance information. Past performance information is required on the offeror and all teaming partners, subcontractors, and on joint venture partners who are proposed to perform on this requirement.

The government will evaluate the quality and extent of offeror's performance deemed recent and relevant to the requirements of this solicitation. Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) which demonstrate customer satisfaction with overall job performance and quality of service for relevant past efforts/contracts (similar in scope and magnitude of effort and complexities that this solicitation requires). In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems such as cost overruns, extended performance periods, customer complaints, etc.

The Government will use information submitted by the offeror and any other sources of information available to the Government to evaluate past performance. When addressing the past performance evaluation criteria in Section M – Evaluation Factors for Award, the offeror shall provide past performance data on at least one (1) but not more than five (5) of the most recent and relevant contracts performed for Federal, State, Local Government and private industry within the past five (5) years from the issue date of this solicitation. Only references for relevant contracts are desired. Furnish the following information for each contract listed:

- Company/Division name

- Services

- Contracting Agency/Customer

- Contract Number or comparable identifier

- Contract Dollar Value and period of performance

- Verified, current name, address, email address, & telephone number for each company point of contact and reference.

- Brief comments, if desired (Should offerors wish to provide information on problems encountered on the identified contracts and their corrective actions in accordance with FAR 15.305(2), they shall submit such information at the same time references are submitted.)

- If subcontractor, describe portion of the work performed.

Note: Do not leave any of the above information blank. If not applicable please state, “Not Applicable”. If the information is available through CPARS the offeror can advise of contract number.

L8.1. Subcontractor Consent

Past performance information pertaining to any teaming partner, subcontractor, or joint venture cannot be disclosed to the primary offeror without the subcontractor’s consent. Provide with the proposal 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. The offeror shall also provide a commercial customer authorization letter, which allows release of information to the Government. Past performance information pertaining to a teaming partner or subcontractor cannot be disclosed without the subcontractor’s consent.

If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past relevant and recent contracts.

L8.2. Table of Contents (Tab 1)

Include a table of contents for this part.

L8.3. Past Performance Information (Tab 2)

The offeror shall provide past performance data on at least one (1) but not more than five (5) of the most recent and relevant contracts. Again, only references for recent and relevant contracts are desired.

L8.3.1. Past Performance Questionnaires (Attachment 7 to Solicitation).

The offeror is responsible for sending the past performance questionnaire in Attachment 1 to their recent and relevant reference(s), with instructions to email the completed questionnaire to the Contracting Office. The offeror is to have no more than five (5) past performance questionnaires submitted to 355th Contracting Squadron by their references. The questionnaire shall be sent “directly” by e-mail to 355th Contracting Squadron, Lt Ling Lin, ling.lin.1@us.af.mil and Jeremy Dedmon, jeremy.dedmon@us.af.mil. IAW Federal Acquisition Regulation, any questionnaires provided to the Contracting Squadron, directly from an offeror, will not be considered.

Questionnaires are due to the Contracting Office by the established offer due date in Block 13a on the Standard Form 1442. Instruction are also printed on the first page of the past performance questionnaire.

L8.3.1.1 Past Performance Questionnaire Early Submission

The offeror is encouraged to have the past performance questionnaires submitted five (5) calendar days prior to the established offer due date in Block 13 on the Standard Form 1442.

L8.3.1.2. Past Performance Questionnaire References

The offeror should provide the list of references requested by the offeror to provide a past performance questionnaire. This list will aid the government in obtaining any questionnaires not submitted. However, it is solely the offerors responsibly to ensure references receive, complete, and return the questionnaire on time. The 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 of the requirement when such information is relevant to the acquisition.

L8.3.2. Recent Past Performance

The offeror shall submit past performance that is recent. To be recent, the current effort must be ongoing or must have been performed during the past five (5) years from the date of issuance of this solicitation. Any past performance information submitted that does not meet this condition will not be evaluated.

L8.3.3. Relevant Past Performance

The offeror shall submit past performance that is relevant. To be relevant, the performance information provided must resemble the scope, magnitude and complexity of this solicitation. The offeror’s submissions shall be recent and demonstrate the ability to perform the proposed effort.

The offeror’s proposing past performance as the Prime Contractor will be weighted more heavily than past performance as a subcontractor. Any past performance information submitted that does not meet this condition will not be evaluated.

L8.3.4. Content Aspects

The offeror is responsible for explaining past performance recency and relevancy submissions to requirement and how the efforts relate. This includes management efforts to correct and improve mailto:ling.lin.1@us.af.mil mailto:jeremy.dedmon@us.af.mil any performance problems.

L9. Part IV Price

The purpose of this section is to ensure the offeror understands the Government will evaluate on the total price. Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal. The pricing information provided in the offer shall be complete. Complete means that the offeror proposed a Firm-Fixed Price for ALL applicable item numbers on the AF Form 3052. All dollar amounts shall be in whole dollars and whole cents. Contractors shall not alter the items on the AF Form 3052.

In addition to the AF Form 3052 the contractor shall submit a breakdown with the total overall number of each type of fixture and a price per fixture. Attachment 5, Specifications LED Fixture Replacements and Attachment 6, List of Existing Fixtures, provide a breakdown of existing fixtures.

The offeror shall only submit price information as instructed, unless the offeror considers it essential to document or support price position. All information pertaining to the proposed price, including all worksheets and supporting documentation must be included in the section of the proposal designated as the Price part. The offeror’s name, logo, or any other identifiable reference to the offeror shall be provided ONLY on the cover page (L6.1.). All quotes SHALL include price per fixture. UNDER NO CIRCUMSTANCES SHALL PRICE INFORMATION AND

DOCUMENTATION BE INCLUDED ELSEWHERE IN THE PROPOSAL.

L9.1. Price Proposal Information Reasonableness

In accordance with FAR 15.403-1(b) and 15.403.3( a), information other than pricing data may be required to support price reasonableness. If, after receipt of proposals, the Contracting Officer determines there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit pricing data.

L9.2. Price Rounding

All dollar amounts provided shall be in United States currency in whole dollars and whole cents rounded to the nearest penny.

L10. Part V Contract Documentation

Offeror’s shall provide the following information and items listed in this part which are required by the solicitation.

L10.1. Table of Contents (Tab 1) Include a table of contents for this part.

L10.2. Standard Form 1442 (Tab 2) The offeror shall complete blocks 14 through 20 of the Standard Form 1442. In doing so, the offeror accepts all contract terms and conditions as written in the solicitation and all amendments. The solicitation once awarded constitutes the contract.

L10.3. Representations and Certifications (Tab 3)

Complete Representation and Certification in SAM at https://www.sam.gov or complete the necessary fill- ins and certification as required by the solicitation. If the Representation and http://www.sam.gov/ http://www.sam.gov/ http://www.sam.gov/

Certification are completed in SAM please provide a brief statement to that fact. If offeror is filling in the Representation and Certification required in the solicitation please provide the filled in versions in this section.

L10.4. Any Exceptions to Solicitation Requirements (Tab 4)

Offerors must clearly identify any exceptions to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be tied to a specific paragraph or specific part of the solicitation to which the exception is being taken. Explain the impact of the exception fully in terms of performance, schedule, cost, and any other requirement of the so l ic it at ion.

L10.5. Authorized Individuals to Negotiate and Sign on Behalf of Contractor

Provide the name, title, email address, and telephone number of the offeror point of contact regarding decisions made with respect to the offeror’s proposal. The offeror shall provide the names, titles, email addresses, and telephone numbers for individuals authorized to negotiate on behalf of the offeror.

L10.6. Offeror Name, Address, Identifying Codes, and Applicable Designations

The offeror should provide the company name, street address, county and facility code; CAGE code;

DUNS; TIN; and Small Business designations.

L10.7. Proposal Reimbursement

The Government will not provide reimbursement to offeror’s for ANY proposal costs.

Appendix 1 “EXISTING LIGHTING SYSTEM: (SAMPLE)”

Area Description Lamp Lamps Fixture Type Per Fix. Quantity

High Bay Ceiling T8 4 150

Offices T8 4 33

Hall T12 2 14

Restrooms, closets, utility T8 2 25