Attachment_16_Section_L_Instructions_to_Offerors.pdf

Section L - Instructions, Conditions, and Notices to Offerors

L-1 PROGRAM STRUCTURE AND OBJECTIVES

This Request for Proposal (RFP) solicits a single proposal for a multiple option year contract with a Period of Performance that includes a 1-year phase-in base, ten 1-year options at Full Operational Capability (FOC), and a 1-year phase-out for a possible total of 12 years.

L-2 GENERAL INFORMATION

The offeror’s proposal must include all requested data and information in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS), reports, and plans.

L-3 FORMAL COMMUNICATIONS

All communications should be submitted via e-mail to the following personnel:

daniel.morphew@us.af.mil kevin.sweet.2@us.af.mil

L-4 DEBRIEFINGS

All offerors may request debriefings by providing a written request to the Contracting Officer (CO) within three (3) calendar days after receiving notification from the CO of elimination from the competitive range or award of contract via e-mail:

daniel.morphew@us.af.mil kevin.sweet.2@us.af.mil

To the maximum extent practicable, debriefings will be conducted within five (5) days of the debriefing request.

L-5 INCURRING COSTS

The Government assumes no liability for and will not be obligated to the Contractor for payment of costs incurred prior to award including proposal preparation, submission, pre-proposal and site visit costs.

L-6 PROPOSAL PREPARATION INSTRUCTIONS

A. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The response

Section J, Attachment 16

FA5215-17-R-9002

4/3/2017 1 shall consist of four (4) separate parts; Part I - Summary and Miscellaneous Data, Part II - Price Proposal, Part III - Technical Proposal, and Part IV - Past Performance Proposal.

B. Specific Instructions:

1. PART I – SUMMARY AND MISCELLANEOUS DATA. Submit two (2) electronic copies. Copies are limited to no more than 50 double-sided (100 single-sided) pages.

(a) The offeror shall provide a concise summary and master table of contents of the entire proposal.

(b) Complete blocks 13, 15, 16, 17 and 18 of the RFP Section A, Standard Form 33 (SF33). In doing so, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through K. These sections constitute the model contract.

(c) Complete block 14 of the RFP Section A, SF 33, if any solicitation amendment(s) to the original solicitation documents was/were issued. Amendments will not be counted against the page limits.

(d) Complete the necessary fill-ins and certifications in Sections 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.

(e) If applicable, provide a copy of the letter from the Small Business Administration (SBA) showing proof of Section 8(a) status.

(f) If none proposed, submit an Affirmation of no Exceptions, Deviations, or Waivers.

(g) This provision supplements the instructions found at block 12 of the Standard

Form 33, hereby overriding the default 60 day offer acceptance period. The Government requests a minimum acceptance period of 120 days be inserted and cautions offerors that the Government reserves the right to reject any offer providing for less than a 120 day acceptance period.

2. PART II – PRICE PROPOSAL - Submit two (2) electronic copies. No page limit.

(a) The price part shall consist of the following sections:

Section 1:

(1) Table of Contents

(2) Data Other Than Certified Cost or Pricing Data: Provide information and

Supporting Documentation for proposed Base Labor Rates plus Fringe rates. Offerors are expected to use their customary formats and calculations consistent with their normal accounting practices. Offerors are expected to complete the Work Breakdown Schedule (WBS) Section J, Attachment 18. Provide supporting documentation (e.g. Payrolls, Section J, Attachment 16

FA5215-17-R-9002

4/3/2017 2 http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=884DE4C90A9F054C85256A1F005ABDB1

Salary.com, quotes, Contract Labor Standards, Wage Rate Requirements, and Collective Bargaining Agreements etc.) for each labor category plus Supporting Documentation for Fringe rates proposed in the WBS.

(3) Pricing Assumptions and Exceptions. Offerors shall identify any assumptions and exceptions taken to the pricing requirements stated in this solicitation. Provide complete rationale for each assumption and exception. Annotate “none,” if no assumptions or exceptions apply. Information provided for exceptions and assumptions will assist the price evaluation team in determining price completeness, price reasonableness, price realism, and balance.

Section 2:

Section 2 consists of two (2) FFP Pricing Models identified in the RFP as Section J, Attachment 18, Work Breakdown Schedule (WBS) and Section J, Exhibit B, CLIN/ELIN Tables. Offerors shall follow the instructions in paragraph (a), GENERAL INSTRUCTIONS, below.

(a) GENERAL INSTRUCTIONS:

(1) This section is to assist the offeror in submitting data other than certified cost or pricing data that is required to evaluate the completeness, price reasonableness, price realism, and balance of the offeror’s proposed price. Compliance with these instructions is mandatory and failure to comply may render your proposal ineligible for award.

Offers shall be sufficiently detailed to demonstrate completeness, price reasonableness, price realism, and balance. The burden of proof for credibility of proposed prices rests with the offeror at the time of proposal or during subsequent discussions, if any are held.

(2) Cost/Price Data: Data beyond that required by this instruction shall not be submitted, unless Offerors consider it essential to document or support Offeror’s price position. All data relating to the proposed price, must be included in the section of the proposal designated as the Price volume. Under no circumstances shall this data and/or documentation be included elsewhere in the proposal.

(3) The Government has determined there is a high probability of adequate price competition in this acquisition. However, in accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness and realism. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and realism and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional cost or pricing data.

(4) Offerors shall be required to provide a statement of compliance with all applicable

Contract Labor Standards, Wage Rate Requirements, Collective Bargaining Agreements, etc.

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(5) Rounding: All proposed dollar amounts provided shall be rounded to the nearest penny (two decimal places only). Rounding errors caused by Government formulas will be corrected during evaluation to round to the nearest penny.

(b) FFP Pricing Tables: Offerors shall comply with the following requirements and instructions:

(1) Complete Section J, Attachment 18, Work Breakdown Schedule (WBS):

a. Section J, Attachment 18, WBS will be completed for Phase In and Option

Yr 1 performance periods only. The WBS contains the following spreadsheet tabs WBS Roll Up, Phase In, EAS, EAS Vehicles, KS, KS Vehicles, WI, WI Vehicles and Phase Out.

b. The WBS Roll Up spreadsheet contains Grey color coded cells that require data input for Overhead, G&A and Profit.

c. The Phase In, EAS, EAS Vehicles, KS, KS Vehicles WI, WI Vehicles, and Company HQ tabs contain Grey color coded cells by PWS requirement for labor category, hours, base labor rate with fringe, non-labor, and vehicles per site.

1. Offerors will enter the proposed labor category, hours, base labor rate with fringe, non-labor and vehicles proposed for each site. Offerors will validate all figures and formulas.

2. Total Phase In, Labor and Non-Labor will be automatically calculated and transferred to the WBS Roll Up tab.

Offerors will validate all figures and formulas.

3. Total Option Yr 1, Labor and Non-Labor will be automatically calculated and transferred to the WBS Roll Up tab for each site. Offerors will validate all figures and formulas.

4. Offerors will enter Vehicle Nomenclature, Quantity and

Unit Price for vehicles to be purchased over the life of the contract. The Total Vehicle Price will be automatically calculated. In order to develop the Opt Yr 1 Vehicle Price enter the (divisor to spread Total Vehicle Price over multiple years) for each site. The Opt Yr 1 Vehicle Price will be automatically transferred to the WBS Roll Up tab for each site.

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5. Labor totals will be automatically burdened with Overhead, G&A and Profit using the percentages entered on the WBS Roll Up tab.

6. Non Labor and Vehicle totals will be automatically burdened with Overhead, G&A and Profit using the percentages entered on the WBS Roll Up tab.

7. The total price for Phase In will be automatically calculated and entered in the Phase In Total. Option Yr 1 site totals will be automatically calculated and the totals combined to develop Option Yr 1 Total Price.

ii. Totals for Phase In and Option Yr 1 must match the totals for

Phase In and Option Yr 1 on the TPP Roll Up Tab of Section J, Exhibit B, CLIN/ELIN Tables.

(2) Complete Section J, Exhibit B, CLIN/ELIN Tables.

a. Section J, Exhibit B contains TPP Roll Up, Phase In and Out tabs and tabs for Contract Line Item Numbers (CLINs)/Exhibit Line Item Numbers (ELINs) for each Option Yr.

b. Cells that require data inputs are Grey color coded.

c. Offerors will price the Phase In and Out amounts and the amount for each

Option Yr CLIN/ELIN and Company Headquarters (CHQ).

d. Offerors will price all Grey color coded ELINs. If the offeror is providing an ELIN to the Government at no additional charge, “$0.00” must be entered for that item. ELIN prices will be automatically totaled and transferred to the parent CLINs. The total of all CLINs plus Company HQ amount for each Option Yr will be automatically transferred to the Roll Up tab. NTE CLINs will not be included in the calculation of the TPP.

e. Totals for Phase In and Option Yr 1 on the TPP Roll Up tab must match the totals for Phase In and Option Yr 1 on Section J, Attachment 18, WBS Roll Up tab.

(3) Submission of FFP Pricing. In Section J, Attachment 18, WBS and Section J, Exhibit B, CLIN/ELIN Tables of this solicitation shall be presented in an electronic file copy. Electronic copies shall be presented in a format that is compatible with Microsoft Office 2013 Excel spreadsheet/workbook format.

(4) Offerors shall exercise extreme care to ensure that no price data of any kind is included in any other Part of the proposal.

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3. PART III – TECHNICAL PROPOSAL - Limited to no more than 100 double-sided pages. Submit two (2) electronic copies.

(a) Subfactor 1 – Management (Staffing/Training/Unions): The offeror shall provide a Work Breakdown Structure that meets the staffing and manning requirements for remote site operations with emphasis on the following:

(1) A basis of estimate for each position in the organizational structure which demonstrates the manning and hours associated with each element of the Installation Support Services 2 Performance Work Statement complying with all Collective Bargaining Agreements (if applicable) along with any direct and in-direct costs that support all requirements.

(2) Provide a brief narrative regarding the Top Level manning requirements in the

Work Breakdown Structure that explains the necessity of the position to the contract. (i.e.

3.1, 3.2, 3.3, etc.)

(b) Subfactor 2 – Transition: The offeror shall provide a plan for transition into contracted locations (including initial site survey) with emphasis on the following:

(1) Phase-In. A systematic phased approach that manages the transition into the contracted locations addressed in PWS 1.3, accounting for:

(A) Seasonal/logistical limitations and with no impact to continuing Government operations;

(B) The ability to preposition, store and transport all Contractor equipment, personnel and supplies in a manner that ensures Contractor readiness to begin operations upon contract start and will minimize cost to the Government; and

(C) Provide a schedule to conduct a joint (Government, outgoing Contractor, and incoming Contractor) inventory and assessment of Government Furnished Equipment/Property/Facilities and the transfer from the outgoing to the incoming Contractor.

(c) Subfactor 3 – Technical Approach: The offeror shall provide an approach that achieves the technical requirements of operations and maintenance at the remote sites identified in PWS 1.3 with an emphasis on the following:

(1) Operations, maintenance and restoral efforts of all communication electronics equipment of the ISS2 program identified in PWS 3.2.6, 3.3.6, and 3.4.6 with the challenges that a remote environment presents; and

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(2) Operations, maintenance and restoral efforts for all power production/distribution systems of the ISS2 program identified in PWS 3.2.3.19.1 and 3.4.3.19.1with the challenges that a remote environment present.

(d) Subfactor 4 – Retention: The offeror shall provide a plan, (to include phase-in, all

Option Yr’s, and phase-out) to retain key personnel identified in PWS 3.6.1 and 3.6.3 with emphasis on the following:

(1) Plan shall emphasize a method to mitigate a gap in key personnel identified in the

PWS.

(2) Plan shall include a breakdown of the retention plan with a narrative explanation of the methodology used to develop, and implement, the plan.

4. PART IV – PAST PERFORMANCE PROPOSAL - No more than three (3) contracts for the prime and not more than two (2) contracts for each subcontractor, teaming partner, or joint venture partner. There is a maximum page limitation of 2 double-sided (4 single-sided) pages per contract listed. Only relevant and recent references IAW paragraphs M-1(D)(1) and M-1(D)(2) will be accepted. Submit two (2) electronic copies. (NOTE: Please submit Part IV 30 days prior to all other volumes)

(a) Specific Content: Past Performance part shall contain the following:

(1) Table of Contents.

(2) Summary page, describing the role of the offeror and each subcontractor, teaming partner, or joint venture partner that the offeror is required to provide a Past Performance Information Sheet.

(3) Past Performance Information (see paragraphs (b) and (c) below).

(4) Consent Letters executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information so the offeror can respond to such information during discussions. (This does not count towards the page count)

(5) Client Authorization Letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the offeror’s performance.

(6) Organization Structure Change History (see paragraph (h) below).

(7) List of questionnaire recipients (Name, organization, e-mail, telephone number).

(b) Quality and Satisfaction Rating of Contracts: Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) that demonstrates customer satisfaction with overall job performance and/or quality of completed and/or ongoing

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4/3/2017 7 contracts. 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, numerous warranty calls, etc. (See Sec M-1, paragraph D.)

(c) Performance Surveys/Questionnaires: Past Performance Questionnaires (PPQs) shall be used by the offeror in obtaining and providing past performance information. The government requires the offeror send out a PPQ to each of the Points-of-Contact (POCs) identified in the Past Performance Proposal (paragraph (d) below).

The offeror shall send out the PPQ (Section J, Attachment 19), using the Past Performance Evaluation Cover Letter (Section J, Attachment 19), to each of its references.

THE RESPONSIBILITY TO SEND OUT THE PAST PERFORMANCE QUESTIONNAIRE

RESTS SOLELY WITH THE OFFEROR.

Once the questionnaires are completed by the POCs, the information contained therein will be considered source selection sensitive and will not be released outside the Government. The POCs shall forward their completed questionnaires directly to the government – NOT BACK TO

THE OFFEROR.

PPQs shall be sent directly from your reference to this office marked to the attention of Capt Kevin Sweet, via e-mail to kevin.sweet.2@us.af.mil or to MSgt Daniel Morphew at daniel.morphew@us.af.mil.

(d) Past Performance Information: The Government will evaluate the quality and extent of offeror's performance deemed relevant to the requirements of this RFP. The Government will use information submitted by the offeror and any other sources of information available to the Government to assess past performance. Provide a list of no more than three (3) of the most relevant contracts performed for Federal agencies and commercial customers for the prime and not more than two (2) for each of the proposed subcontractors, teaming partners, or joint venture partners within the last three (3) years from the solicitation issuance date. Relevant contracts include base operations and support, or airport operations experience, of similar size, scope, and complexity as required in the ISS2 solicitation. (See Sec M-1, paragraph D)

Furnish the following information for each contract listed:

(1) Company/Division name

(2) Product/Service

(3) Contracting Agency/Customer

(4) Contract Number

(5) Contract Dollar Value

(6) Period of Performance

(7) Verified, up-to-date name, mailing and e-mail addresses, and telephone number of the contracting officer (Point-of-Contact)

(8) Comments regarding compliance with contract terms and conditions

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

(10) Include rationale supporting your assertion of relevance and identify aspects (scope, magnitude of effort, and complexity) of the contracts deemed relevant and how they relate to the proposed effort.

If an offeror has no past performance history of relevance, the offeror must state affirmatively it possesses no past performance history of relevance.

(e) The evaluation of past performance information will take into account past performance information regarding sister companies, predecessor companies, teaming partners, or subcontractors that will perform critical aspects of the requirement (as identified in PWS Section 6, Service Summary Table 1) when such information is relevant to the instant acquisition, but will not be considered as highly as the past performance information of the principal offeror. In order for the Government to determine the relevancy of past performance, it is necessary for the offeror to describe which portions of the proposed effort they will perform and identify which portions each sister company, teaming partner, or subcontractor will perform.

If the offeror does not identify which portion the sister companies, predecessor companies, teaming partners, or subcontractors will perform the Government will assign a rating of “not relevant” to that past performance.

(f) 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 contracts of relevance.

(g) Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide with the proposal a letter from each subcontractor that will perform critical aspects of the requirement (as identified in PWS Section 6, Service Summary Table 1), consenting to the release of its past performance information to the prime contractor.

(h) Organizational Structure Change History: Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant present or past efforts or between conclusions of recent past efforts and these source selections. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in Part IV of the proposal a “roadmap” describing all changes in the organization of the company. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the Government intends to consider present and past performance information provided by other sources as well as that provided by the offeror(s), your “roadmap” should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

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(i) Documents submitted in response to this RFP must be consistent with the following:

1. Requirements of the solicitation (CLINs and PWS) and government standards and regulations pertaining to the PWS.

2. Evaluation Factors for Award in Section M of this solicitation.

3. If a Part in a proposal exceeds the specified page limit cited in the Part Content, the excessive pages will not be evaluated.

5. FORMAT FOR PROPOSAL PARTS I, II, III, and IV:

(a) Each Part shall contain a Table of Contents, Cross References, and the List of Tables and Drawings (if applicable). Cover pages, Table of Contents, and Tabs will not be counted against the page limits. However, pages depicting tables, charts, graphs and figures will count toward the page limit. The number of copies of each part is specified in paragraph B, Specific Instructions, above.

(b) The proposals will be formatted as 8 1/2” x 11” paper, except for fold-outs used for charts, tables, or diagrams, which may not exceed 11” x 17” formatting.

(c) A page is defined as one face of a sheet of paper containing information based on 8

1/2” x 11” format. Two pages may be printed on one sheet of paper utilizing front to back method.

(d) All printing shall be single-spaced. Spacing characteristics are applicable to charts and graphs.

(e) Written entries shall not be less than 11 font size. Size of print is applicable to charts and graphs.

(f) Page margins shall be a minimum of 1 inch top, bottom, and each side.

(g) Two electronic copies of each Part of the entire offer must be submitted. The electronic version of the proposal shall be submitted in a format readable by Microsoft Office 2013 which includes software programs such as Word, Excel, or PowerPoint. For those pages of the proposal that cannot be submitted using Microsoft Office, such as the Standard Form 33, offerors shall include those pages electronically using Adobe Acrobat portable document files (.pdf) format. The Price Part shall be submitted in Excel spreadsheet format and MS Word for price narrative. The electronic version shall be submitted on a compact disc (CD). USB flash drives, floppy disks, and zip disks are not acceptable.

(h) Indicate on each CD the Part number and title. Ensure the electronic documents stored on the CD can be opened. Use separate files and folders to permit rapid location of all portions, including exhibits and attachments, if any. Replacement CDs will be required to update the final proposal resulting from any discussions and updates, if applicable.

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(i) Each Part shall be complete in itself and shall not reference information contained in other Parts. Page 1 of a Part is defined as the first page after the Table of Contents. All pages shall be numbered.

(j) Price data of any kind shall be presented only in the Price Proposal Part.

(k) Elaborate formats and color presentations are not desired or required.

(l) Any subsequent proposal revisions will clearly identify and track changes.

(m) Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

(1) Requirements of the RFP (CLINs & PWS) and Government standards and regulations pertaining to the PWS.

(2) Evaluation Factors for Award in Section M of this solicitation.

(3) Any limitation on the number of proposal pages. Pages exceeding the page limitations set forth in this Section L will not be read or evaluated, and will be removed from the proposal.

The following table summarizes the proposal submission:

C. General Information:

1. Information regarding submission of proposals: Hand carried or mailed proposals must be delivered to the following address:

766 SCONS

Attn: Kevin Sweet

PART TITLE ELECTRONIC

COPY PAGE LIMIT DUE DATE

I

Summary and Misc Data (File Name: Part I) 2 50 double-sided

+60 calendar days after

RFP issuance

II

Price (File Name: Part II) 2 No page limit

+60 calendar days after

RFP issuance

III

Technical (File Name: Part III) 2 100 double-sided

+60 calendar days after

RFP issuance

IV

Past Performance (File Name: Part IV) 2 20 double-sided

+30 calendar days after

RFP issuance

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10480 Sijan Avenue, Suite 249 Joint Base Elmendorf-Richardson (JBER), Alaska 99506

2. The sealed envelope or package used to submit your proposal must show the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

3. Offerors are cautioned that JBER has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance. SOME DELAY SHOULD BE EXPECTED WHEN HAND-CARRYING PROPOSALS. Offerors should allow sufficient time to obtain a visitor pass and arrive at JBER prior to the time specified for receipt.

Late proposals will be processed in accordance with FAR 52.215-1(c)(3), “Submission, modification, revision, and withdrawal of proposals.”

4. FEDERAL HOLIDAYS: The following Federal Legal Holidays are observed by this base:

New Year’s Day 1 January Birthday of Martin Luther King Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

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