Attch_12_Instruction_to_Offerors.pdf

(Attachment 12), INSTRUCTIONS TO OFFERORS

ADDENDUM TO 52.212-1 - INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS (Jan 2017)

Period for Acceptance of Offers: Paragraph (c) of FAR provision 52.212-1 is hereby changed to read 180 calendar days.

Notice to Offeror(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date for receipt of proposals. In the event the

Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

1. GENERAL INSTRUCTIONS

1.1. This section of the RFP provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal volumes. Each proposal must include all data and information requested in the RFP. The offeror shall comply with the solicitation requirements as stated and the PWS. The offeror’s proposal must reflect a thorough understanding of the services required and display a logical development of the offeror's plans to implement all tasks.

1.2. Only the minimum amount of information required to provide for proper evaluation is requested. Efforts shall be made to keep offers as concise as possible with the emphasis being on providing information essential for proper evaluation. The proposal shall be clear, concise, and shall include sufficient detail to provide for adequate evaluation and for substantiation of the validity of stated claims. Submitted documents: must contain adequate information to enable the evaluation team to fully ascertain an offerors capability to perform contract requirements, must meet the requirements of the RFP, and must address the evaluation factors for award.

1.3. Offerors shall acknowledge awareness of all amendments to the solicitation by signing and dating Page 1 of each Standard Form 30, Amendment of Solicitation/Modification of Contract, and include it in Volume III, Price, of the proposal.

2. FORMAL COMMUNICATIONS

2.1. Any formal communication such as requests for clarification, discussions, and information concerning this solicitation shall be submitted in writing (via email) to the POCs below. Please use the attached Question and Answer (Q&A) Matrix for question submissions. It is the offeror’s responsibility to confirm receipt of all formal communications.

ACC AMIC/PKAB

ATTN: Thomas Brannen/Jeremy Morrill

Reference: Solicitation No. FA4890-18-R-0009 – Multiple Personnel Functions (MPF)

E-mail: thomas.brannen@us.af.mil and jeremy.morrill.2@us.af.mil mailto:thomas.brannen@us.af.mil

3. SUBMISSION OF PROPOSALS

3.1. The proposals shall be emailed to the issuing office listed in Block 9 of the Standard Form

(SF) 1449; Solicitation/Contract/Order for Commercial Items; on or before the date and time specified in Block 8 of SF 1449. Please submit electronic proposals via E-Mail to Mr. Thomas

Brannen (thomas.brannen@us.af.mil) and Mr. Jeremy Morrill (jeremy.morrill.2@us.af.mil).

Proposals are due no later than 18 July 2018 at 4:00 pm (Local Eastern time). Late proposals cannot be accepted.

3.2. Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to furnish a complete proposal, at the time of proposal submission, may result in the proposal being unacceptable to the Government and elimination from consideration for award.

3.3. Offeror shall provide the following contact information for their proposals:

3.3.1. Names, titles, addresses, telephone and facsimile numbers and email addresses of persons authorized to negotiate on the offeror’s behalf with the Government in connection with this solicitation.

3.3.2. Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office.

3.4. In compliance with FAR Subpart 4.8, the Government will retain one copy of all unsuccessful proposals.

4. PROPRIETARY INFORMATION

4.1. Proprietary information submitted in response to this solicitation shall be clearly marked as such and will be protected from unauthorized disclosure as required by Subsection 27 of the

Office of Procurement Policy Act as amended (41 U.S.C.423) (hereinafter referred to as “the

Act”) as implemented in the FAR. This information shall be labeled “Source Selection

Information—See FAR 2.101 and 3.104.” Any unmarked proprietary information will be considered releasable under the restrictions of the Freedom of Information Act (FOIA).

5. PROPOSAL PREPARATION INSTRUCTIONS

5.1. The instructions below prescribe the format of proposals. The proposal shall include all of the information requested in the specific instructions. Failure to include all information requested may adversely affect the evaluation.

5.2. A proposal that is orderly and sufficiently documented will enable the Government to easily understand and perform a thorough and fair evaluation. The Government may incorporate into this contract, by reference or full text, portions of the successful offeror’s proposal submitted in response to this solicitation as revised and supplemented through the final proposal revision.

mailto:jeremy.morrill.2@us.af.mil

5.3. Proposal Volumes. Proposals shall be prepared in three (3) separate and distinct volumes:

Volume I – Technical

Volume II – Past Performance

Volume III – Price

5.4. Cross-Reference Matrix. Each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross referencing to other volumes of the proposal.

Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity. The offeror shall provide a cross reference matrix indicating the proposal reference information as it relates to the

RFP, PWS, and applicable CLIN references. This is only a tool to assist in the proposal preparation process. Offerors are ultimately responsible for ensuring that their proposal fully addresses all areas and that all requested information is completed in accordance with this

Attachment 12 – Addendum to 52.212-1, Instructions to Offerors, and Attachment 13, Addendum to 52.212-2 Evaluation – Commercial Items, of this solicitation.

5.5. Proposal Format. Specific guidance regarding format and content is discussed in the following paragraphs. All pages provided by the offeror in excess of the stated limitations will not be evaluated. The proposal content shall be formatted as follows:

a. Text: Single-spaced on each page

b. Font Size: Microsoft Office Word, Times New Roman, 12 point font

c. Font Size for charts, tables, graphs and figures shall be no smaller than Microsoft

Office Word, Times New Roman, 10 point font

d. Margins: One Inch (1”) left, right, top and bottom

e. Page Numbering: Sequential (i.e., 1 through 100)

5.6. Electronic Copies. Electronic copies of all proposal information for each volume shall be submitted using Microsoft Office or Portable Document Format (PDF). Please submit electronic proposals via E-Mail to Mr. Thomas Brannen (thomas.brannen@us.af.mil) and Mr. Jeremy

Morrill (jeremy.morrill.2@us.af.mil). Proposals are due no later than July 18, 2018 at 4:00 pm

(Local Eastern time). Late proposals cannot be accepted.

Offerors shall NOT submit any document in PDF that are copied as images. Offerors may use

JPEG images for charts or screen shots. Volume III Price – MPF CLIN Spread Sheet shall be submitted using the attached Microsoft Excel spreadsheet. Offerors shall name files in an unambiguous manner, using plain language text, which facilitates the evaluator’s ease of accessing the files for evaluation, using standard naming conventions (e.g., offeror name-volume name.doc for MS Word, offeror name-volume name.xls for MS Excel, offeror name-volume name.PDF for Portable Document Format, etc.). Each volume shall be in a single searchable file, with copy/paste capability, and stored in a folder that corresponds to the proposal volume it represents. Offerors shall insert the file name in the header of each document.

mailto:jeremy.morrill.2@us.af.mil

5.7. Page Limit. Evaluators will only read up to the maximum number of pages specified. If the page limit is exceeded, the pages in excess of the limit will be removed from the applicable volume and will not be considered as part of the evaluation. Copy requirements and page limitations are as follows:

Volume Title Page Limit Closing Date

I

Technical

___ July 2018

4:00 PM EDT

II

Past Performance

See Para 8.5

III

Price (See Note)

None

5.8. The organizational chart, acronym list, cross reference matrix, and overview section (for exceptions) will not be included in the page count. Covers for volumes, tables of contents, indices, title pages, and section dividers/tables will not be included in the page count if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. They will be counted if they contain any other information, e.g., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

6. EXCEPTIONS

6.1. The Government reserves the right to award without discussions; therefore, offerors are advised that taking exception to any requirements specified in this solicitation may result in the

Government finding the proposal unacceptable. Clarification of Government requirements shall be handled by submitting questions/recommendations prior to submission of proposals. If offerors still find it necessary to take exception to any of the requirements specified in this solicitation, clearly identify each exception in the overview section of the appropriate volume along with a complete explanation of why the exception was taken and the resulting benefit to the Government. An overview section is only required if the offeror takes exception to any requirement in the solicitation (the overview section will not be included in the proposal page limitation described above). While offerors may propose exceptions to the solicitation requirements, the Government is not obligated to accept such offers. Any change to the requirement as a result of accepting an exception shall be reflected within the resultant contract.

6.2. In the event the offeror takes no exception to the stated requirements, a statement to this effect shall be included at the front of the subject volume.

7. INSTRUCTIONS FOR VOLUME I – TECHNICAL

7.1. To facilitate evaluation, the Technical Volume shall be specific, detailed, and complete to clearly and fully demonstrate that offerors have a thorough understanding of the MPF PWS requirements. Statements that the offeror understands, can, or will comply with the PWS or parts thereof (including referenced AF publications); and phrases such as “standard procedures will be employed” or “well known techniques will be used” etc., will be considered unacceptable.

Offerors should note that data submitted prior to the proposal submission including data submitted for current contracts and other solicitations will not be considered in the Government’s evaluation. Therefore, such data should not be relied upon nor incorporated in the Technical

Proposal by reference. The offeror’s proposal shall at a minimum be prepared in a form consistent with the Technical Criteria set forth in Attachment 13, Evaluation Criteria, of this solicitation. All information that the offeror deems appropriate to address for this factor and its subfactors must be included in the proposal in an orderly format.

7.2. Glossary of Abbreviations and Acronyms. A glossary of abbreviations and acronyms shall be provided as an attachment within the Technical Volume. Glossaries do not count against the page limitations for the volume.

7.3. Technical. The purpose of this volume is to allow the offeror to set forth in the most comprehensive manner its understanding of the program requirements and to demonstrate its ability to meet the evaluation requirements of Attachment 13, Evaluation Criteria; Factor 1, Technical. In this section the offeror shall present a clear and concise description of how it plans to meet contract requirements through application of the FTE positions provided in Table 7 below. 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 Volume shall address the following subfactors:

7.3.1. Subfactor A: Management Approach and Staffing Plan

a. Provide management approach the offeror will use to ensure effective communication procedures both within the company and with the government to effectively execute the

MPF PWS requirements. Provide an organizational structure for all functional areas detailing lines of authority and communication, responsibilities, and functional relationships

(to include teaming partners and subcontractors). Provide a flow chart or other illustrative tool to show how your organization will utilize resources to respond to and integrate internally and externally driven existing or new mission-related requirements.

b. Provide a detailed staffing plan that depicts the labor categories, skill level, and number of personnel depicted in PWS Table 1.10. Clearly explain how the staffing plan meets the requirements to fill the positions and effectively execute the PWS requirements at all locations. Describe your company’s plan to attract/retain talented and driven employees.

Table 7. FTE Requirement

OC

Codes Title DM Holloman JBLE Moody Mt Home Nellis SJ Shaw

01261 Personnel Assistant I 6 4 8 5 4 8 4 5

01262 Personnel Assistant II 1 1 1 1 1 1 1 1

14160 Personal Comp Supt Tech 2 1 2 2 1 2 2 2

14102 Computer Systems Analyst II 1 1 1 1 1 1 1 1

FTE per location 10 7 12 9 7 12 8 9

7.3.2. Subfactor B: Quality Control Plan. Provide a detailed explanation of your quality control approach and how the quality processes will be integrated into your overall program management approach structure to ensure timely and accurate deliverables and processes. At a minimum provide the following:

a. Describe the quality management structure to include personnel authority and responsibility (using a tree diagram), quality policy, quality objectives, and related documents needed to ensure effective planning, operation, and control of your processes.

b. Describe process/procedures used to ensure top management commitment/involvement to development, implementation, and continuous improvement of your quality program with emphasis on customer satisfaction.

c. Describe how the Government will be notified of issues affecting contract performance, contract impact, and proposed mitigation.

7.3.3. Subfactor C: Process Improvement. Provide a detailed plan for process improvement on the activities identified below. The plan shall include the following:

a. Describe your company’s solution to streamline Common Access Card (CAC) service process to reduce lobby wait times.

b. Describe your company’s process to ensure the highest level of customer satisfaction through better customer service strategies.

7.3.4. Subfactor D: Ramp-up Plan. Provide a transition plan for establishing required management processes that will result in continuity of mission support and contract performance at all locations; and efficiently transitioning/phasing-in resources and personnel onto the contract. Plan shall include the following:

a. Key milestones and process flow chart that reflect how you will ensure full operations at contract start.

b. Provide an organizational chart with a brief functional statement and staffing timeline for each position.

c. Plans for hiring qualified employees ensuring full Multiple Personnel Functions at contract start. Address process for ensuring security clearance requirements are met.

d. Procedure for phasing-in all existing work at each location, to prevent interruption in services (to include printer/copiers placement as stated in PWS paragraph 3.5.8.

e. Procedures to verify that all major subcontracted efforts (if applicable) will be in place as necessary for contract performance.

8. INSTRUCTIONS FOR VOLUME II - PAST PERFORMANCE

8.1. The Past Performance Volume is due no later than the proposal due date. Past Performance

Information shall be provided in a format that facilitates an easy assessment according to the past performance evaluation criteria in Attachment 13, Evaluation Criteria, of this solicitation.

Specific guidelines and requirements about volume content and format are provided in this section.

8.2. Past Performance Information (PPI) Contract References. Offerors shall submit information on contracts considered most relevant in demonstrating the ability to perform the

MPF Services. This information is required on offeror, subcontractors, teaming partners, or joint venture partners considered critical to overall successful performance. Offerors shall provide information for a maximum of three (3) contract references, each with a separate PPI Sheet

(Attachment 12a) (each no more than 5 pages), identifying active or completed contracts, either

Government or commercial, for each prime. In addition, the offeror may provide another PPI

Sheet for a maximum of three (3) different contracts and/or task orders for each proposed critical subcontractor, proposed partner, and/or proposed joint venture. To clarify, if an offeror has two subcontractors or partners, the offeror may submit three references as prime and three for each subcontractor for a total of up to 9 references.

8.3. Past Performance Recency. Offerors shall submit performance information on contracts considered recent IAW Attachment 13, Addendum to 52.212-2 Evaluation – Commercial Items paragraph 3.2.3., of this solicitation.

8.4. Past Performance Relevancy. Offerors shall submit performance information on contracts considered relevant to this effort. This information should include rationale supporting your assertion of relevance IAW Attachment 13, Addendum to 52.212-2 Evaluation – Commercial

Items paragraph 3.2.4., of this solicitation. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the MPF PWS they relate. The final determination of relevancy will be made by the government.

8.5. PPI Contents. The offerors shall submit a Past Performance Volume containing the following sections (at a minimum):

Past Performance Volume Contents

1 Table of Contents Not to exceed one (1) page

2 Past Performance Summary Not to exceed two (2) pages

See paragraph 8.6.

3 Past Performance Information

(PPI) Sheets

Each PPI not to exceed five (5) pages

See paragraph 8.2

4 Subcontractor/Teaming Partner

Consent Letter if Applicable

Not to exceed one (1) page per subcontractor.

5 Organization Structure Change

History

Not to exceed two (2) pages (in bullet format, narrative not required) See paragraph 8.8.

8.6. Summary. Describe roles/specific functions performed on the submitted contract by the offeror and all subcontractors, teaming partners, or joint venture partners. Identify the scope summary of the contract submitted as it relates to the Multiple Personnel Functions (MPF) scope.

8.7. Subcontractor/Teaming Partner Consent Letter (Attachment 12b). The offeror shall provide an original consent letter for each proposed critical Sub-contractor or Teaming/Joint

Venture Partner using the format provided in Attachment 14, Addendum to 52.212-1

Instructions to Offerors, Attachment 2, and Example Format for Consent Letter. This letter allows the release of Sub-contractor or Teaming/Joint Venture Partner, Present/Past performance information to the offeror. PPI provided in the Past Performance Volume or otherwise found by the Government concerning subcontractor and teaming partners cannot be disclosed to a private party without the subcontractor’s or teaming partner’s consent. Because a Prime Contractor is a private party, the Government will need that consent before disclosing subcontractor/teaming partner PPI to the Prime during exchanges. Completed consent forms shall be submitted as part of the Past Performance Volume.

8.8. Organizational Structure Change History. Many companies have acquired, have been acquired by, or have otherwise merged with other companies, and/or re-organized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate the Government’s past performance evaluation, offerors shall include in this proposal volume a detailed “roadmap” describing all such organizational changes (if applicable), to include specific names and dates.

8.9. The Government may utilize references other than those identified by offerors in evaluation of offerors’ Past Performance. While the Government may elect to consider data obtained from other sources, the burden of providing accurate and complete, recent and relevant PPI that demonstrates the ability to perform this requirement rests with each offeror.

9. INSTRUCTIONS FOR VOLUME III—PRICE PROPOSAL

9.1. The offeror shall provide the proposed price for all Firm Fixed Price (FFP) CLINs, Base, and all Option Periods, listed in the solicitation (Schedule of Supplies and Services (CLINS)).

This section shall include all unit prices (if applicable) and extended amounts for all FFP CLINS.

Each offeror shall provide price data in the attached excel spreadsheet (see Attachment 11). The

New Mexico Gross Receipts Tax (NMGRT) associated with each period of performance (e.g.

Base Period and all Option Periods) shall be included in the unit price and extended price proposed for the Holloman AFB CLIN(s). The NMGRT amount of the Holloman AFB CLIN(s) for this particular effort will not be adjusted as part of any future contract adjustments (e.g.

annual wage adjustments, NMGRT increase/decrease), once awarded. However, the Holloman

AFB CLIN(s) may be adjusted in accordance with FAR 52.222-43 – Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts) to reflect the contractor’s actual increase or decrease in applicable wages and fringe benefits that result from a

Department of Labor change to the applicable incorporated wage determination. Additionally, for ease of administration, offerors shall round all unit prices of proposed FFP CLINs to whole dollar amounts before they are multiplied by the quantity. The unit price multiplied by the number of units shall equal the extended price of each CLIN. If submitted unit prices are not rounded to the nearest dollar, the Government will round the unit prices to whole dollar amounts at the time of contract award or modification. If the decimal is followed by 5, 6, 7, 8, or 9, the price will be rounded up to the nearest whole dollar. If the decimal is followed by 0, 1, 2, 3, or 4, the price will be rounded down to the nearest whole dollar.

9.2. Other than Certified Cost and Pricing Data. Certified cost or pricing data is not required.

However, other than certified cost and pricing data is requested. This data should explain the methodology used in developing proposed CLIN prices. The data includes, at a minimum, breakdown (by CLIN) of labor (labor category, number of positions and productive hours), breakout of Other Direct Costs (ODC), direct and indirect rates, and subcontract costs. The data may be submitted in a format selected by the offeror.

9.3. Service Contract Act. Offerors shall comply with clause 52.222-43 for their price proposal with regard to employees covered by the Service Contract Act. Proposed option year prices shall not include allowances for any contingency to cover increased wage or benefits costs for which contract price adjustment is provided by clause 52.222-43.

9.4. Reasonableness. Any inconsistency, whether real or apparent between promised performance/technical approach and price, shall be explained in the proposal. The burden of proof as to price credibility rests with the offeror.

9.5. Proposal Documentation. In addition to the pricing information requested above, this volume shall also contain the following documents:

9.5.1 Complete in its entirety the “Offeror” portion of the Standard Form 1449. An official having the authority to legally bind the company contractually must sign and date the

Standard Form 1449 and all the Amendments.

9.5.2. In accordance with FAR Part 22.805, the Contracting Officer (CO) must request pre-award clearance on Prime contractors or Teaming Partners (not subcontractors) from the appropriate Office of Federal Contract Compliance Programs (OFCCP) regional office. If an offeror is listed in OFCCP’s National Pre-award Registry (http://www.dol-esa.gov/preaward/pa_reg.html), offerors shall provide the CO a copy of the database registration for Government verification as part of the proposal submission. If an offeror is not listed in the registry, the CO will request an Equal Employment Opportunity

Commission (EEOC) review.

9.5.3. Representations and Certifications. Complete the required Representations and

Certifications or indicate if information is contained in the Online Representations and

Certifications (ORCA) located at https://www.sam.gov.

9.5.4 8(a) Status. Provide a copy of the letter from the Small Business Administration

(SBA) showing proof of Section 8(a) status.

9.5.5. Changes Resulting From Discussions. In the event any adjustment of price becomes necessary to reflect changes resulting from discussions, if discussions are held, a complete traceable trail shall be provided to show how the changes took place.

9.6. The offeror shall provide information regarding the general financial condition of the firm and specific plans for financing the proposed contract. The offeror shall provide previous three

(3) fiscal year-end financial statements.

10. DEBRIEFING OF OFFERORS

10.1. Debriefings are conducted with the goal of identifying to unsuccessful offerors where changes can be made to improve proposals for future acquisitions. Successful or unsuccessful offerors may request debriefings by providing a written request to the Procuring Contracting

Officer. Debriefings shall be conducted in accordance with FAR 15.505 for pre-award debriefings and FAR 15.506 for post-award debriefings, as per FAR 52.212-1

11. DISPOSITION OF UNSUCCESSFUL PROPOSALS

11.1. In compliance with FAR Subpart 4.8, the Government will retain one electronic copy of all unsuccessful proposals.