Section_L_Flooring_IDIQ_8.22.19.pdf

Section L – Information to Offerors and Instructions for Proposal Preparation

L.1. GENERAL INSTRUCTIONS

L.1.1. To ensure timely and equitable evaluation of proposals, offeror’s must follow the instructions contained herein. This Section L of the Request For Proposal (RFP) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The offeror’s proposal must include all data and information requested in Section L and must be submitted in accordance with these instructions. Non-conformance with the instructions provided in this Section L and/or failure to meet a requirement may result in an offer being non responsive and ineligible for award.

L.1.2. The proposal shall be clear, concise, and include sufficient detail for effective evaluation and substantiating the validity of stated claims. The proposal must 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 that the Government has no prior knowledge of their facilities and experience, and will base its evaluation solely on the information presented in the offeror’s proposal.

L.1.2.1. Proposals must demonstrate a comprehensive understanding of the nature and scope of work required. The Government will not search for data to cure problems or address inconsistencies in proposals. Each offeror shall submit a complete proposal in accordance with these instructions. The Government may consider any failure to comply with these instructions to be indicative of what could be expected from an offeror during performance and may consider it a weakness of the proposal. Statements such as "will comply," "noted and understood," "in accordance with industry best practices/standards," etc. without supporting narrative are not acceptable. Cursory responses or responses that merely reiterate or paraphrase General Provisions language will not be considered to satisfy the requirements of the RFP.

L.1.3. Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

L.1.4. The Government requires a minimum acceptance period of 180 calendar days from the date of receipt of offers as stated in Section A, Block 13D of the contract/solicitation; however, offeror’s may specify an acceptance period exceeding the Government’s minimum requirement. In that case, the offeror must affirmatively state an acceptance period in Section A, Block 17.

L.1.5. In accordance with Federal Acquisition Regulation (FAR), Subpart 4.8, Government Contract Files, the Government will retain the original copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

L.1.6. Submit signed and dated offers via electronic communication (e-mail) to the contacts specified in L.2.1. Prior to the date and time specified in this RFP. Offers shall be submitted on the Standard Form 1442 (SF 1442).

L.2. GENERAL INFORMATION

L.2.1. Government Point of Contact. The Contracting Officer (CO) is the sole point of contact for this acquisition.

Address any questions or concerns to the CO and the Alternate Point of Contact (POC) listed below. The deadline for all questions, concerns, and/or requests for clarification is 15 calendar days prior to the proposal due date. The Government will not respond to submissions past the deadline.

Contact information is as follows:

Contracting Officer (CO) Alternate POC (Contract Specialist) TSgt Justin D. Scherer Ms. Chloe Wilkinson Local Phone: 656561-9529 Local Phone: 656561-9517 E-mail: justin.scherer@us.af.mil E-mail: chloe.wilkinson@us.af.mil mailto:justin.scherer@us.af.mil mailto:chloe.wilkinson@us.af.mil

L.2.2. Debriefings. The CO will promptly notify offeror’s of any decision to exclude them from the competitive range if a competitive range is established; whereupon, the offeror may request and receive a debriefing in accordance with (IAW) FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or post-award debriefing. NOTE: Offerors excluded from the competitive range are entitled to a single debriefing. The CO will notify unsuccessful offeror’s in the competitive range of the source selection decision IAW FAR 15.506. Upon such notification, unsuccessful offeror’s may request and receive a debriefing. Offerors desiring a debriefing must make their request IAW the requirements of FAR 15.505 or 15.506, as applicable.

L.2.3. Discrepancies. If an offeror believes the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale and recommended remedies for the CO to consider in order to correct the issue(s). NOTE: The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

L.2.4. Electronic Reference Documents. All referenced documents for this solicitation are available on the Federal Business Opportunities (FBO) website at http://www.fbo.gov/. Potential offeror’s are encouraged to subscribe for e-mail notifications to be updated when information has been posted to the website for this solicitation.

L.2.5. Conflicting Proposals. Proposals must be submitted in both electronic and paper format specified in L.3.2 and Table 1.2. In case of a conflict between paper and electronic proposal copies, the paper version will take precedence. The sealed envelope or package used to submit your proposal must show the time and date specified for receipt, the Solicitation Number, and the offeror’s POC name, address and phone number.

L.3. PROPOSAL PREPARATION INSTRUCTIONS

L.3.1. Proposals must be completed and received via electronic communication prior to the time specified in Block 13 of the SF 1442. The proposal shall be clearly identified and addressed to the CO and be submitted via email to both points of contact listed above. Electronic submittals are mandatory. A hard copy may be submitted in addition to the electronic submittal. Proposals can be delivered via hand-delivery to the following address:

52nd Contracting Squadron/PKC (US Einkaufsbüro) ATTN: TSgt Justin D. Scherer/ Ms. Chloe Wilkinson Geb 128 Arnold Blvd 54529 Spangdahlem

Note: Access to Base Facilities – 52nd Contracting Squadron is located on an Air Force installation and all access to the installation is controlled by the Air Force. An escort may be required and access will not be granted based solely on the need to submit a proposal. Offerors who have no visitor pass are encouraged to notify the CO prior to hand-delivery for arranging a meeting time at the gate. Furthermore, the Air Force may conduct random exercises which may require the closure of the main entrance gate and the utilization of an alternate base entry. Any delay based on access will not be accepted as a reason for late receipt of the proposal by the Government. Late proposals will be processed IAW FAR 52.215-1(c), Submission, modification, revision, and withdrawal of proposals.

L.3.2. Organization/Number of Copies/Page Limits. The proposal shall consist of three (3) separate volumes as set forth in the Table 1.2, Proposal Organization chart. Volume titles, submittal formats, quantities, and page limits shall comply with Table 1.2. The specific contents of each proposal volume are described in the paragraphs below:

Table 1.2, Proposal Organization

Vol Volume Title Font & Size Required Documents CD Hard

Copies

I Technical Times New Roman, size 12

Shall consist of 1 document. The Statement of Work (SOW) must be no more than 2 pages in

Original http://www.fbo.gov/ length. See Hard Copy Page limit*

II Past Performance Times New Roman, size 12

See Subsection L.5.

1) Table of Contents

2) Summary Page

3) Past Performance Information (PPI)

Original

III

Price Times New Roman, size 12

See Subsection L.6.

1) Table of Contents

2) Summary Page

3) Statement of Work

4) Flooring IDIQ Database

5) Signed SF 1442 and Amendments

6) Review all Clauses and complete any clauses in Sections I, K

Original

* Offeror shall submit all volumes in electronic format via electronic mail (e-mail). In addition to the electronic submittal, a hard copy may be hand-delivered. If files are compressed, the necessary decompression utility must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) version Office 2007 or higher: Word, Excel, Project, PowerPoint, and PDF, as applicable. Offerors are cautioned that the original hard copy form of the offeror’s proposal shall take precedence if any inconsistencies or discrepancies exist between the offeror’s original hard copy proposal and the documents submitted on electronic media.

L.3.2.1. Page Limitation. Page limitations for each volume are listed in Table 1.2 above and shall be treated as maximums. Each page shall be counted except the following: the front and back cover, executive summary, blank pages, title pages, transmittal letters, tabs, tables of contents, glossaries, and those parts of the proposal noted as unlimited. If the proposal volume exceeds the page limitation, the excess pages will not be read or considered in the evaluation of the proposal volume. Page limitations may also be placed on responses to Evaluation Notices (ENs).

The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offeror’s.

L.3.2.2. Page Size and Format. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two (2) pages. Typing shall be in Times New Roman font size 12, single-spaced, on plain white paper. Page size shall be 8.5 x 11 inches, or DIN A4, not including foldouts, one (1) inch margin all-around. Pages shall be numbered sequentially by volume. No material may be incorporated by reference. Each volume shall contain a table of contents. Tab indexing shall be used to identify sections. Elaborate formats, bindings or color presentations are not desired or required. These page formats also apply to responses to ENs, if issued. These limitations apply to both electronic and hard copy proposals.

L.3.2.3. Binding and Labeling. The original hard copy proposal should be bound in a 2-, 3-, or 4-ring loose leaf binder which shall permit the volume to lie flat when open. Staples shall not be used. Volumes I through III shall not be submitted together within the same binding. Each volume shall include a cover sheet that clearly indicate the volume number, title, solicitation identification, and the offeror’s name. Be sure to apply all appropriate markings including those prescribed IAW FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

L.3.2.4. Narrative Graphics. Legible tables, charts, graphs and figures should be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be simple to understand and shall not exceed 11 x 17 inches, or DIN A3, in size. Foldout pages shall fold entirely within the volume, and each surface containing information will count as a single page. Foldout pages shall only be used for large tables, charts, graphs, diagrams and schematics; not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than font size 10. These limitations apply to both electronic and hard copy proposals.

L.3.2.5. Cross Referencing. To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other volumes of the proposal.

Information required for proposal evaluation that 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 conserve space without impairing clarity.

L.3.2.6. Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

L.3.3. Pre-Proposal Conference/Site Visit: In accordance with provision AFFARS 5352.215-9001, a pre-proposal conference/site visit will be held on 15 August 2019 at 09:00 AM (CET - Central European Time). All prospective offeror’s are mandated to attend this conference/site visit and are advised that this will be held solely for the purpose of explaining the concepts involved in the seed project and the specification, terms, and conditions of this solicitation. In order to make the conference as productive as possible, offeror’s should submit any pre-site visit written questions, to the POC specified in L.2.1. no later than 13 August 2019. The submission of written questions will not preclude anyone from posing questions during the conference. Responses to questions asked during the conference/site visit will be posted on FBO.

L.3.4. Offerors are encouraged to submit all additional written questions and requests for clarifications, and send them to the POC via e-mail no later than close of business 15 days prior to the RFP closing date. The decision whether to respond to questions and requests for clarification made less than 15 days prior to the RFP closing shall be at the sole discretion of the CO. All timely questions will be answered officially through posting on FBO.

Failure of a prospective offeror to submit any questions will be construed to mean that the prospective offeror fully understands all requirements of the solicitation.

L.4. VOLUME I – TECHNICAL

L.4.1. General. Each offeror shall submit a Technical Volume with its proposal. The Technical Volume should be specific, detailed, complete and clearly demonstrate that the offeror has a thorough understanding of the requirement for the accomplishment of this effort. Submissions will be evaluated against the Technical subfactors defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide a detailed approach to accomplish/satisfy all subfactors. Do not merely reiterate the objectives or reformulate the requirements specified in the RFP, General Requirements & Provisions, or seed project SOW. By submitting a proposal, the offeror affirms that its organization will perform all the requirements specified in the solicitation and General Requirements & Provisions.

L.4.2. Volume Organization. The Technical volume shall be organized according to the following general outline:

1) Statement of Work (SOW)

L.4.3. Technical Subfactors

L.4.3.1. Subfactor 1 – Execution and Completeness of the Seed Project. This subfactor will assess the offeror’ s technical approach to accomplish all work elements of the seed project, Project No. 1031882. The seed project is a tangible task order which the Government intends to award as the first task order to a single contractor under the new Flooring IDIQ.

L.4.3.1.1. Provide a complete SOW from the Government created Statement of Need (SON) and Pre-Bid site visit for the Project No. 1031882, Install Sports Floor in Weightlifting Room, Bldg 152. The following essential elements are the minimum requirements for the SOW:

(a) SOW Narrative. The SOW will be titled SOW, dated, include project number, title, and provide a narrative summarizing the proposed work.

(b) List of flooring elements. The SOW will also include a list of elements directly from the “Flooring IDIQ Database” excel document with the offeror’s proposed price for each element that also includes the quantity.

(c) Bill of Quantities Calculation. The SOW must include a total amount adding all flooring elements in

EURO.

L.5. VOLUME II – PAST PERFORMANCE

L.5.1. General. Each offeror shall submit a Past Performance Volume prepared IAW all instructions contained within this Section L. Proposals will be evaluated IAW the evaluation criteria in Section M, Evaluation Factors for Award.

L.5.2. Format and Specific Content

L.5.2.1. Volume Organization. The Past Performance Volume shall be organized according to the following general outline:

1) Table of Contents

2) Summary Page

3) Past Performance Information (PPI)

L.5.2.2. Summary Page(s). Describe the role of the offeror and each subcontractor, teaming partner, and/or joint venture partner for whom the offeror is required to provide PPI IAW L.5.2.3. The Table of Contents and Summary Page(s) shall not exceed five (5) pages combined.

L.5.2.3. Past Performance Information (PPI). Submit accurate information on no more than five (5) total recent contracts the offeror considers most relevant in demonstrating their ability to perform the proposed effort. Two (2) of the past performance references may be for subcontractor, teaming partner, and/or joint venture partners, that will perform major or critical aspects of the requirement. “Recent” is defined as ongoing contracts or those completed within three (3) years of the date of issuance of this solicitation. Include rationale supporting the offeror’s assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining relevancy, reference Section M, Evaluation Criteria. The following may be provided as part of the PPI: quality and satisfaction rating for contracts completed in the past three (3) years, e.g. letters, metrics, customer surveys, independent surveys, etc., which demonstrate customer satisfaction with overall job performance and service quality for relevant contracts. The PPI for each contract, including letters, metrics, customer surveys, independent surveys, etc., is limited to five (5) pages total per contract.

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 other sources such as other Federal Government offices and commercial sources, to assess past performance. Ensure the Point of Contact (POC) provided in the PPI is available and knowledgeable of the performance provided under that contract.

L.5.2.3.1. Specific Content. The PPI for each contract or subcontract shall include the following:

(a) Contracting Agency/Customer

(b) Contract Number and Task Order (TO) Number (for subcontracts, provide the prime contract number and subcontract number)

(c) Contract Type

(d) Total EURO Value of the Contract and if a TO and Total EURO Contract Value

(e) Date of Award

(f) Period of Performance

(g) Narratives addressing how performance of the subject contract is relevant to the requirements of this solicitation

(h) Description of the role of the offeror and each subcontractor

(i) Contracting Officer’s Name or Commercial Customer POC, telephone number and e-mail address

The offeror is required to identify and explain which aspects of past efforts relate to the proposed effort. This may include a discussion of steps taken by the offeror to resolve problems encountered on prior contracts, as well as past efforts to identify and manage program risks. NOTE: Merely encountering problems does not automatically result in to a “Limited” or “No Confidence” rating, since the problems encountered may have occurred on a more complex project, or an offeror may have subsequently demonstrated the ability to successfully overcome the problems. The offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. For example, submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems.

L.5.2.6. Past Performance Questionnaire (PPQ). The Government will evaluate the quality and extent of the offeror’s performance deemed relevant to the requirements of this RFP. As soon as practicable, offeror’s shall complete Section 1, 2 and 3 of the PPQ (Section J, Attachment 4) and email the PPQ to the respondent identified in the Section 3. The POC(s) will then complete the PPQ and send them directly to the Government representatives identified in the PPQ by e-mail no later than the proposal due date stated in SF 1442 Section A, Block 13 of this RFP. RESPONDENTS TO THE PPQ SHALL NOT SEND THE COMPLETED PPQ BACK TO THE OFFEROR.

Offerors shall follow-up with respondents to ensure they have completed the PPQ and sent to 52 CONS/PKC. Once submitted, the information contained therein shall be considered sensitive and shall not be released to the offeror.

Include the completed Sections 1, 2 and 3 of the PPQ in the Past Performance proposal volume.

L.6. VOLUME III – PRICE (AND OTHER CONTRACTING CONSIDERATIONS)

L.6.1. General. The Price and Other Contracting Considerations proposal shall be prepared according to these instructions and will be evaluated in accordance with the evaluation criteria in Section M of this RFP. Compliance with these requirements is mandatory and failure to comply may render the proposal unawardable.

L.6.2. Volume Organization. The Price and Other Contracting Considerations volume shall be organized according to the following general outline:

1) Table of Contents

2) Summary Page(s)

3) Statement of Work

4) Flooring IDIQ Database

5) Signed SF 1442 and Amendments

6) Review all Clauses and complete any clauses in Sections I, K

L.6.2.1. Summary Page(s). To aid the Government’s understanding, describe how the offeror’s proposed price is reasonable and matches the proposed technical approach to meet the requirement. The Summary Page(s) shall not exceed two (2) pages.

L.6.3. Price Data for the Seed Project No. 10301882

L.6.3.1. Price Reasonableness. The source selection will be conducted with the expectation of adequate price competition for this acquisition per FAR 15.403-1(c)(1); therefore, certified cost or pricing data are not required per FAR 15.403-1(b)(1). If at any time, however, the CO determines that adequate price competition no longer exists or if price reasonableness cannot be determined, offeror’s may be required to submit certified cost or pricing data or additional data other than certified cost or pricing data, as appropriate, for the CO to determine price reasonableness.

The proposal prices shall be based on the offeror’s own technical approach submitted in the Technical Proposal (Volume I) and the Seed Project SON requirements.

L.6.3.2. Proposed Price. The offeror shall provide a price breakdown for the Seed Project No. 1031882 by providing a completed SOW, for the entire construction work required to complete the seed project. Offers should be complete, accurate, and sufficiently detailed to demonstrate their price reasonableness, reflect a clear understanding of the requirement, and be consistent with the offeror’s technical proposal. The burden of proof for credibility of proposed pricing rests with the offeror. Potential rounding shall be limited to 2 digits after the decimal.

All prices shall be submitted in EURO currency. Offers not submitted in EURO currency will not be considered for award.

L.6.4. Other Contracting Considerations.

L.6.4.1. Include a cover letter or proposal cover page listing the name(s), title(s), office phone number (if applicable, mobile number), and e-mail address(es) of those individuals authorized to make decisions on behalf of the offeror with respect to the proposal and those individuals authorized to negotiate with the Government for this solicitation.

The offeror shall also provide the official company/division street address and/or a branch or office located within the following states of Germany: Rhineland-Pfalz, Saarland, Hessen, or Nordrhein-Westfaln, CAGE code, and DUNS number as reflected in the current System for Award Management (SAM) registration. In addition, offeror’s must complete the following and include in Volume III:

(a) Section A - Solicitation/Contract Standard Form 1442 (SF 1442). Offerors are required to complete blocks 14-19, 20A, 20B and 20C of the SF 1442. An official having the authority to bind the offeror’s company contractually must sign and date the SF 1442. The SF 1442 must bear an original authorized signature. By submission of its offer, the offeror agrees to all solicitation requirements, including terms and conditions, as written in the RFP.

(b) Section I – Contract Clauses. The offeror shall complete and submit any applicable clause requiring information to be filled in.

(c) Section K – Representations and Certifications. The offeror shall complete and submit this section in its entirety in addition to completing the on-line Representations and Certifications at SAM at https://www.sam.gov/

L.6.4.2. Responsibility Determination. IAW FAR 9.104-5, the offeror is required to comply with the submission regarding FAR 52.209-5, Certification Regarding Responsibility Matters, found in Section K of this RFP. Since it is the Government’s intent to make Award Without Discussions IAW FAR 52.215-1, the Government may request an offeror to submit additional information so a responsibility determination can be made. This request for additional information will not be construed as communications or discussions with an offeror as defined by FAR

15.306. An incomplete proposal may be considered to indicate lack of understanding of the requirement and may result in the entire proposal being determined “Unacceptable” and eliminated from further consideration.

L.6.4.3. Teaming Arrangement and/or Letter of Intent. If a teaming arrangement is contemplated, provide complete, verifiable information detailing the arrangement, to include any relevant and recent information on previous teaming arrangement with the same partner. Disclose existing or planned agreements between and among the principals, each company’s responsibility for financial management of the venture, the business systems contemplated for use by the entity and their location.

L.6.4.4. Exceptions to Solicitation Requirements. 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. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. This information shall be provided in the format and content shown in Table 1.

Table 1 – Exceptions to Solicitation Requirements Solicitation Document Paragraph/Page Requirement/Portion Rationale https://www.sam.gov/

Seed Project SON, General Requirement, etc.

Applicable paragraph and page numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement cannot/will not be met

L.6.4.5. Alternate Proposals. Alternate proposals will not be accepted.

L.6.4.6. Incurred Expenses. The Government is not responsible for any costs incurred or associated with preparation and submission of a proposal in response to this solicitation. All contractors who are awarded a contract as a result of this IDIQ solicitation will be awarded a task order to meet the minimum guaranteed amount at the time of award, subject to the availability of funds. The Government intends to issue a task order for the seed project to the best value offeror in lieu of a task order for the minimum guaranteed amount. NO OFFEROR WILL BE

COMPENSATED FOR SUBMITTING A PROPOSAL.