RFP Atch 2 - Addendum to FAR 52.212-1, Instructions.pdf

RFP No. FA5641-26-R-0001 0001 Attachment 2

Addendum to RFO 52.212-1 – Instructions to Offerors—Commercial Products and Commercial Services

1.0 GENERAL INSTRUCTIONS

1.1 General Guidance

1.1.1 This section of the Instructions to Offerors (ITO) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal.

To ensure timely and equitable evaluations of proposals, Offerors shall 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. Failure to comply with requirements may result in the proposal being ineligible for award. Offerors shall clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The proposal shall consist of three separate volumes:

• Volume I – Price

• Volume II – Technical

• Volume III – Past Performance

1.1.2 The Procuring Contracting Officer (PCO) has determined that the services required for the Germany Aerial Mail Terminal (GAMT) IV, meet the definition of commercial services. Additionally, there is a high probability of adequate price competition for this acquisition. Therefore, certification under RFO 15.403-4 will not be required. However, if at any time during this competition the PCO determines that adequate price competition no longer exists and the commercial services determination is reversed, Offerors may be required to submit additional cost information to the PCO for determination of fair and reasonable pricing.

1.1.3 The proposal shall be clear and 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 the Government’s requirements. Rather, it shall provide convincing rationale addressing how the Offeror intends to meet these requirements.

Offerors shall assume that the Government has no prior knowledge of their facilities and experience. The Government will base its evaluation on the information presented in the Offeror’s proposal.

1.1.4 The proposal acceptance period or validity of the proposal shall be for 365 calendar days from the closing date of the solicitation. Offerors shall include a clear statement in the proposal documentation that the proposal is valid until this date.

1.1.5 In accordance with (IAW) RFO 4.101, Contract Files, the Government will retain one copy of all unsuccessful proposals.

1.1.6 Offerors shall apply all appropriate markings to their proposals, including those prescribed in RFO 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information. This includes marking any proprietary, confidential, or trade secret information in accordance with applicable regulations.

1.2 General Information

1.2.1 Point of Contact. The PCO is the sole point of contact for this acquisition. Offerors shall address any questions and concerns to the PCO as soon as possible, but no later than 1500 Central European Summer Time (CEST), 26 May 2026. The subject of the email shall be “Questions – FA564126R0001”. Questions shall include a reference to the specific solicitation element to which they pertain. The Government will take into consideration all questions submitted by the deadline set forth above and will answer them via posting to sam.gov. Written requests for clarification and questions shall be sent to the PCO, Ms.

Noemi Toth-Phillips, at noemi.toth-phillips@us.af.mil and a courtesy copy shall be sent to the Contract Specialists (CS), Ms. Barbara Wafzig, at barbara.wafzig.de@us.af.mil and Ms.

Ina Hemmer, at ina.hemmer.de@us.af.mil.

1.2.2 Discrepancies. If any portion of this solicitation contains a perceived error, omission or is otherwise unclear, the Offeror shall immediately email the PCO, clearly describing the specific portion of the solicitation in question, the nature of the discrepancy, and the impact on the Offeror’s ability to prepare their proposal.

1.2.3 Electronic Reference Documents. All referenced documents for this solicitation are available on the Sam website at https://sam.gov. Potential Offerors are responsible for monitoring SAM.gov regularly for amendments and updates, download all attachments and referenced documents. Offerors are responsible for obtaining all solicitation documents and amendments.

1.2.4 Solicitation Requirements – Terms and Conditions. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, technical requirements, evaluation factors and subfactors. Failure to comply with the terms and conditions of the solicitation may result in the Offeror being ineligible for award. Offerors shall clearly identify any exception to the solicitation terms and conditions and shall provide complete supporting rationale.

1.2.5 A written notice of award acceptance to the successful Offeror, emailed or otherwise furnished within the time for acceptance specified in the proposal, shall result in a binding contract without further action required by either party. Before the proposal’s specified expiration date, the Government may accept a proposal (whether or not there are competitive negotiations after its receipt) unless a written notice of withdrawal is received before award.

2.0 SPECIFIC INSTRUCTIONS

2.1 Receipt of Proposals. Only electronic submissions via email and will be accepted unless explicitly authorized by the PCO.

mailto:noemi.toth-phillips@us.af.mil mailto:barbara.wafzig.de@us.af.mil

Submit proposals to:

• Procurement Contracting Officer: noemi.toth-phillips@us.af.mil

• Contract Specialist: barbara.wafzig.de@us.af.mil

• Contract Specialist: ina.hemmer.de@us.af.mil

Proposals shall be received by the Procurement Contracting Officer. Additional copies may be submitted to the Contract Specialists as courtesy.

File Requirements:

• File Format: PDF (preferred) or Microsoft Word (.docx)

• File Naming Convention:

o Volume I: "FA564126R0001_Price_[Offeror Name].pdf" o Volume II: "FA564126R0001_Technical_[Offeror Name].pdf" o Volume III: "FA564126R0001_PastPerf_[Offeror Name].pdf"

• Maximum File Size: 25 MB per email (if larger, send multiple emails)

Email Requirements:

• Subject Line: "Proposal Submission – FA564126R0001 – [Offeror Name]"

• Body: Include brief transmittal statement confirming volumes submitted

Submission deadline: 1500 Central European Summer Time (CEST), 16 June 2026.

Late proposals will not be considered unless authorized by RFO 15.107.

2.2 The Offeror shall prepare the proposal as set forth below. All volumes shall be within the required page limits. Pages exceeding the page limitations will be removed from the proposal and will not be read or evaluated. Exceeding page limits may render the proposal unacceptable.

ELEMENT TITLE MAXIMUM PAGES

Forms and Required Docs

Contract Documentation (SF 1449, amendments, certifications, etc.)

No page limit

VOLUME I Price 7 pages maximum mailto:noemi.toth-phillips@us.af.mil mailto:barbara.wafzig.de@us.af.mil.

mailto:ina.hemmer.de@us.af.mil

VOLUME II Technical 30 pages maximum VOLUME III Past Performance 15 (3 pages per contract, up to

5 contracts)

2.3 Page Limit Exclusions and Formatting Requirements

Page Limit Exclusions:

The page limitation for all volumes is inclusive of all material except:

• Cover page/Title page

• Table of contents

• List of figures

• List of tables

• List of acronyms

• Any required forms (e.g., SF 1449, past performance questionnaires, consent letters)

• Glossary of terms

Formatting Requirements:

• Font: Times New Roman, 12-point minimum

• Margins: 1 inch on all sides

• Spacing: Single-spaced

• Page Size: Standard letter (8.5” x 11”) when printed or converted to PDF

• File Format: PDF (preferred) or Microsoft Word

• Page Numbers: Include on all pages

Elaborate formats, bindings, or color presentations are not desired or required. Simple, professional formatting is preferred.

2.4 Required Forms and Acknowledgements

2.4.1 Standard Form 1449

The Offeror’s proposal shall include a completed and signed copy of Standard Form 1449, Solicitation/Contract/Order for Commercial Services.

2.4.2 Solicitation Amendment Acknowledgements

Provide all executed Standard Forms 30 (Amendment of Solicitation/Modification of Contract), or other appropriate amendment acknowledgements, if applicable.

Failure to acknowledge amendments may result in proposal rejection.

2.5. Volume III Page Allocation

For Volume III (Past Performance), Offerors may use up to three (3) pages per contract reference, for a maximum of 15 pages total (5 contracts × 3 pages per contract).

Team References:

The five (5) contract reference limit applies to the entire team, including the prime contractor and all subcontractors.

The prime contractor may allocate these five (5) slots between its own references and those of major subcontractors to present the most relevant picture of the team's overall past performance.

Note: Quality and relevance of references are more important than quantity.

3.0 VOLUME I - PRICE (FACTOR 1)

3.1. General

The Offeror shall provide a firm-fixed price (FFP) proposal that aligns with the Contract Line Item Number (CLIN) structure in the Standard Form (SF) 1449. The Offeror shall submit pricing utilizing Attachment 6 - GAMT Pricing Spreadsheet, detailing pricing for every CLIN and Option Year. The Offeror shall verify that all mathematical computations within the spreadsheet are correct and that the final calculated total accurately reflects the total proposed price.

3.1.1. Currency and Pricing Format

• Submit all proposed prices in Euros (€)

• Extend all prices to no more than two (2) decimal places (e.g., €1,234.56)

3.1.2. Complete all blanks for unit and total prices in the Price Schedule (Section B of the SF 1449). Leave no blanks empty.

3.1.3. Instructions for pricing CLIN X003 - CONTINGENCY SURGE The following instructions apply to CLINs 0003, 1003, 2003, 3003, and 4003 (Contingency/Wartime Mail Surge Operations).

3.1.3.1. Acknowledge Clause:

The Offeror shall read and understand the terms and conditions outlined in Section H.

Special Contract Requirements, clause, " Contingency/Wartime Mail Surge Operations."

3.1.3.2. Propose Unit Price:

The Offeror shall propose a firm-fixed price per kilogram in the "Unit Price" column for each contingency surge CLIN. This price shall be all-inclusive, covering all labor costs, materials and supplies, equipment (use, maintenance, transportation), facilities, overhead and general and administrative (G&A) costs, profit or fee, and all other direct or indirect costs associated with processing surge mail.

3.1.3.3. Evaluation Quantity:

For each contingency surge CLIN, the Government has provided an estimated quantity of 50,000 kilograms. This quantity is for proposal evaluation purposes only and does not represent a guaranteed minimum purchase or an order. Actual quantities ordered will depend on operational requirements.

3.1.3.4. Calculate Total Price:

The Offeror shall calculate the "Total Amount" for each contingency surge CLIN by multiplying the proposed firm-fixed-price per kilogram by the Government's estimated quantity of 50,000 kg.

3.1.4 Subcontract Pricing Considerations

If the Offeror's proposal includes subcontracted efforts, the Offeror is responsible for establishing the reasonableness of the proposed subcontract prices. In accordance with RFO 15.404-8, the Offeror shall conduct appropriate cost or price analyses to establish the reasonableness of proposed subcontract prices and include the results of these analyses within the price proposal. Failure to provide results of the required analysis for all proposed subcontracts may render the proposal unacceptable and ineligible for award.

4.0 VOLUME II – TECHNICAL (FACTOR 2)

4.1. General Instructions

This volume shall contain the Offeror's detailed technical proposal. The proposal shall address all technical subfactors and provide sufficient detail to demonstrate a thorough understanding of the requirements outlined in the Performance Work Statement (PWS – Attachment 1). The Offeror should not simply restate the PWS requirements but should explain how their proposed methods and approach will accomplish the work. Proposal paragraphs should correspond to the subfactor structure below.

4.2. Technical Subfactors

The technical proposal will be evaluated against the three subfactors listed below. A proposal shall receive an "Acceptable" rating for all three subfactors to be rated technically acceptable.

4.2.1. SUBFACTOR 1: Past (Technical) Experience.

The Offeror shall demonstrate evidence of prior corporate experience, to include prior experience of major subcontractors, providing services of a similar scope and magnitude.

The Offeror shall not submit information regarding the experience of individual key personnel for this subfactor. The Offeror shall provide information that pertains to the corporate entity’s (prime and subcontractor) experience. To be rated "Acceptable" for this subfactor, the Offeror shall provide at least one (1) contract reference that meets all of the following criteria:

• Service Type: The contract was for mail handling, parcel processing, or similar high-volume logistics/distribution services.

• Recency: Performance occurred within the last three (3) years from the date of this solicitation's issuance

• Duration: The reference demonstrates at least twelve (12) consecutive months of performance.

Magnitude: The offeror processed a volume of at least 8,000,000 kilograms of mail/parcels annually under the contract.

For each submitted reference under this subfactor, provide the following details:

• Customer Name and Agency

• Contract Number

• Annual Kilograms Processed

• Period of Performance (Start and End Dates)

• Point of Contact (Name, Title, Phone, and Email)

4.2.2. SUBFACTOR 2: Management Approach.

To be rated "Acceptable," the Offeror’s Management Approach shall provide a clear, feasible, and comprehensive plan that demonstrates compliance with the following PWS requirements:

a. Facility and Airport Operations Plan: The plan shall:

(1) Identify the specific, proposed facility at Frankfurt International Airport (FRA) that will be used for mail handling operations. The offeror shall also provide evidence demonstrating a clear path to securing this facility for the period of performance. Such evidence may include, but is not limited to, a letter of intent from the property owner, a signed option to lease, documentation of ongoing negotiations, or other proof of the offeror's ability to secure the necessary operational space.

(2) Describe how the Offeror will provide and manage a delivery point at FRA to support USPS-contracted airline operations (both offload and upload). This description shall explain how the delivery point will enable the efficient receipt and dispatch of mail in a manner that:

• Prevents disruptions from German customs requirements;

• Ensures total facility and asset security;

• Maintains mail integrity and accountability at all times; and

• Complies with all applicable airport and aviation security regulations.

b. Mail Processing Methodology: The plan shall:

(1) Describe the Offeror’s detailed methodology for processing all incoming (Prograde) and outgoing (Retrograde) mail in accordance with PWS paragraph 5.

c. Communication Plan: The plan shall:

(1) Clearly identify the lines of communication and describe how the Offeror will interface with Government Mail Control Activities and the on-site Contracting Officer’s Representative (COR) staff.

(2) Explain the specific procedures for addressing Standard Transportation Movement Request (STMR) issues and the methods for ensuring all mail processing timelines are met in accordance with PWS paragraphs 4 and 5.

d. Mission Essential Plan:

(1) The Government has identified the services under this contract as Mission Essential.

Therefore, the Offeror shall submit a Mission Essential Plan with their proposal. The Plan shall demonstrate the Offeror's capability to continue essential services during periods of crisis. The Plan submitted by the successful Offeror will be incorporated into and become a binding part of the contract.

(2) The Plan shall address, at a minimum, the following elements:

i. Essential Services and Key Personnel:

a. Confirm understanding of the services identified as essential.

b. Identify key personnel required for these services and the procedures for acquiring and preparing these personnel, including any necessary training or relocation/telework strategies.

ii. Continuity Strategies:

a. Describe the strategy for ensuring continuity of operations for up to 30 days or until normal operations resume.

b. Address the specific challenges associated with maintaining services during an extended event, such as a pandemic.

c. Address the time-lapse associated with initiating the acquisition of essential resources and their actual availability.

iii. Communication Protocols:

a. Detail the established alert and notification procedures for mobilizing essential personnel.

b. Describe the approach for communicating expectations to employees regarding their roles and responsibilities during a crisis.

iv. Subcontractor Management:

Describe how the prime contractor will ensure that essential subcontractors can also continue performance during a crisis.

4.2.3. SUBFACTOR 3: Quality Control Plan (QCP).

To be rated "Acceptable," the Offeror shall submit a comprehensive QCP that details the methods and procedures for ensuring all performance standards in the PWS Services Summary (Table 3) are met. The QCP shall clearly address the following five elements:

a. Communication Plan:

A description of the procedures for maintaining direct lines of communication with the on-site COR staff regarding mail handling processes and with the Mail Control Activity staff regarding mail movement concerns involving air carriers and ground handlers.

b. Organizational Accountability:

An organizational chart and accompanying narrative that clearly defines roles, responsibilities, and accountability for all prime and major subcontractor personnel performing work under the contract.

c. Deficiency Management and Corrective Action Process:

A comprehensive approach for the proactive identification of performance deficiencies, along with proposed mitigation strategies and formal corrective action procedures to prevent their recurrence.

d. Schedule Adherence Process:

A detailed process to ensure all designated Critical Entry/Exit Timelines and the STMR Dispatch Schedule are met consistently, as required by PWS paragraphs 4 and 5.

e. Security and Mail Integrity Process:

A detailed process to ensure the physical security of the facility and the safety, integrity, and accountability of all mail and equipment at all times.

Note: The Government will validate the effectiveness of the contractor's proposed processes using its own Quality Assurance Surveillance Plan (QASP) during contract performance.

5.0 VOLUME III – PAST PERFORMANCE (FACTOR 3)

5.1. The Offeror shall submit a combined total of no more than five (5) contract references for the Prime and its major subcontractors. The references shall be strictly limited to corporate-level past performance information. The Offeror shall not submit past performance information of individual key personnel. Past Performance will be rated on an ‘acceptable’ or ‘unacceptable’ basis using the ratings and descriptions outlined in the RFO Part 15 Source Selection Procedures.

5.2. Recency Requirement: To be considered recent, past performance references shall be for contracts where performance has occurred within the last five (5) years from the date of this solicitation's issuance. Each submitted reference shall demonstrate at least twelve (12) consecutive months of performance on mail handling and distribution services.

5.3. Relevancy Requirement: For a past performance reference to be considered relevant, it shall demonstrate experience performing services of both a similar scope and magnitude to the requirements in this solicitation. The Government defines this as:

• Similar Scope: The contract shall have been for mail handling, parcel processing, or similar high-volume logistics/distribution services.

• Similar Magnitude: The contractor shall have processed a volume of at least

8,000,000 kilograms of mail/parcels annually under the contract.

5.4. Performance Quality Evaluation

The Government will conduct a performance quality assessment for all contract references that are determined to be recent and relevant. This assessment will determine the Government's confidence in the Offeror's ability to successfully perform the GAMT IV requirement. The Government will use information submitted by the Offeror, as well as data from other sources—including Government databases like CPARS, Past Performance Questionnaires, and direct interviews with other Federal or commercial points of contact—to make this determination.

5.5. Major Subcontractor and Teaming Partner Information

The Offeror shall provide corporate-level past performance information for any major subcontractor, teaming partner, or joint venture partner that is anticipated to perform 25% or more of the total contract effort, or who will perform work considered critical to overall success. The submitted references for these partners are subject to the same recency and relevancy requirements as the prime contractor detailed in paragraphs 5.2 and 5.3 of this document.

Exclusion of Key Personnel: The Offeror shall limit past performance information to the performance of corporate entities only. Offerors shall not submit information regarding the performance of individual key personnel for any entity.

5.6. The past performance information for each contract or subcontract shall include the following:

• Contract Agency or Customer (full name and location)

• Contract Number

• Number of kilograms processed annually

• Date of Award

• Period of Performance (start and end dates, including any option periods exercised)

• Description of the requirement (2-3 paragraphs describing the work performed)

• Current Status (completed, ongoing, or terminated)

• Description of the role of the Offeror and each subcontractor

• Rationale supporting the Offeror’s assertion of relevance

• CO’s Name or Commercial POC, telephone number, and email address

5.7. Past Performance Questionnaire (PPQ) Process

To facilitate the evaluation, The Offeror shall adhere to the following process for the Past and Present Performance Questionnaire (Attachment 4):

• Distribution: The Offeror is responsible for sending the PPQ form to the designated

Point of Contact (POC) for each contract reference submitted in their proposal.

• Submission: The Offeror shall instruct all respondents to submit the completed PPQ directly to the Government via email to the PCO (noemi.toth-phillips@us.af.mil) and the CS (barbara.wafzig.de@us.af.mil). Respondents shall be explicitly instructed NOT to send the completed questionnaire back to the Offeror.

• No Offeror Follow-up: The Offeror shall not follow up with their POCs to verify submission of the questionnaires. The Government will conduct any follow-up necessary. It is the offeror's responsibility to manage the initial distribution in a timely manner.

• Government's Right to Other Sources: The Government is not limited to the information in the submitted PPQs. The Government reserves the right to contact references other than those identified by the Offeror and to use any other sources, such as CPARS and other Government databases, to assess past performance.

5.8. Subcontractor Consent Requirement:

If competitive negotiations are held, the Government may need to disclose a subcontractor's past performance information to the prime contractor. Therefore, the Offeror shall submit a completed and executed Subcontractor Consent Form (Attachment 5) for each major subcontractor or teaming partner identified in its proposal. A proposal that fails to include the required consent forms may be considered unacceptable if it prevents the Government from conducting meaningful competitive negotiations.