GAMT IV - RFP Atch 2 Instructions to Offerors_1.pdf

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

Addendum to FAR 52.212-1 – Instructions to Offerors (ITO) – Commercial Items

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 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.

Failure to comply with requirements may result in the proposal being ineligible for award. Offerors must 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 a commercial item. Additionally, there is a high probability of adequate price competition for this acquisition. Therefore, certification under FAR 15.406-2 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 item 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, 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 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 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. The Offeror shall make a clear statement in the proposal documentation that the proposal is valid until this date.

1.1.5 IAW FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful proposals.

1.1.6 Offerors shall apply all appropriate markings to their proposal, including those prescribed in FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

1.2 General Information

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 Time(CET), XX XXX XXXX. 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 Specialist (CS), Ms.

Barbara Wafzig, at barbara.wafzig.de@us.af.mil

1.2.1 Discrepancies. Should any portion of this solicitation contain a perceived error, omission or otherwise be unclear, the Offeror shall immediately email the CO, clearly describing the portion of the solicitation in question and the impact the discrepancy has on the Offeror’s ability to prepare their proposal.

1.2.2 Electronic Reference Documents. All referenced documents for this solicitation are available on the Sam website at https://sam.gov. Potential Offerors are encouraged to subscribe for real-time email notifications when information has been posted to the website for this solicitation.

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

• A written notice of award acceptance of an Offeror, emailed or otherwise furnished to the successful Offeror 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 time, the Government may accept a proposal, whether or not there are 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. Proposals shall be sent to the PCO, Ms. Noemi Toth-Phillips, at noemi.toth-phillips@us.af.mil and the CS, Ms. Barbara Wafzig, at barbara.wafzig.de@us.af.mil. All proposals are due by 1500 CET, XX XXX XXXX.

2.2 The Offeror shall prepare the proposal as set forth in the Proposal Organization below. The titles and contents of the volumes shall be identified below, all of which shall be within the required page limits and with the number of copies as specified. Pages exceeding the page limitations set forth in this Section will be removed from the proposal and will not be read or evaluated and may render the proposal unacceptable.

ELEMENT TITLE MAXIMUM #PAGES

Forms, fill-ins, required information, documents, and records

Contract Documentation

No page limit

VOLUME I Price 7 VOLUME II Technical 25 VOLUME III Past

Performance

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

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• Title page Table of contents All volumes shall contain text using no smaller than 12 pitch, Times New Roman Font. Elaborate formats, bindings, or color presentations are not desired or required.

2.4 The Offeror’s proposal shall include a signed copy of the Standard Form 1449. This includes:

2.4.1 Acknowledged Solicitation Amendments. Provide all executed Standard Forms 30, or other appropriate amendment acknowledgements (if applicable).

3. VOLUME I - PRICE (FACTOR 1)

3.1 General. Provide a firm-fixed price (FFP) proposal IAW the Contract Line Item Numbers (CLINs) on Standard Form (SF) 1449.

3.1.1 Submit all proposed prices in US Dollars. All proposed prices shall extend to no more than two (2) places to the right of the decimal (i.e. prices proposed up to the “hundredths” decimal place).

3.1.2 Complete all blanks for unit and total prices in the Price Schedule.

4. VOLUME II – TECHNICAL (FACTOR 2)

4.1 General. Information the Offeror deems appropriate to address the technical criteria should be included in the proposal in an orderly format and be consistent with the evaluation criteria for award set forth in Attachment 3, Addendum to 52.212-2 – Evaluation Criteria of this solicitation. Proposal paragraphs shall correspond to the below evaluation factor and pertinent Performance Work Statement (PWS) paragraph (where referenced). To facilitate evaluation, the information contained in Volume II shall be specific, detailed, and clearly demonstrate that the Offeror has a thorough understanding of the requirement for the accomplishment of this effort. Each technical subfactor will be rated individually using the ratings and descriptions outlined in the DoD Source Selection Procedures, Table C-1.

4.1.1 SUBFACTOR 1: Past (Technical) Experience. The Offeror shall demonstrate evidence of past (technical) experience of a minimum of twelve (12) consecutive months providing similar services of a similar magnitude within the last three (3) years from the date of issuance of this solicitation. Any proposal not demonstrating evidence of past (technical) experience as set forth above will be technically unacceptable.

Offerors shall submit a list of at least one contract meeting the above criteria. Contract listing shall contain the following elements:

• Contract Number

• Period of Performance

• Number of kilograms of mail processed annually

• Points of Contact (POCs)

• POC title

4.1.2 Telephone number/Email address

4.1.3 SUBFACTOR 2: Management Approach. To be technically acceptable, the Offeror’s Management Approach shall clearly meet and successfully demonstrate compliance with the following elements:

Mail Handling Facility Location: The Offeror shall identify the location of the secure mail handling facility where performance will occur., The facility shall be located in Germany at the Frankfurt am Main International Airport (FRA). The Management Approach shall describe how the Offeror will provide a delivery point on FRA to support USPS- contracted airlines for mail offload and upload operations. The approach shall explain how this delivery point will enable the receipt and dispatch of mail to the GAMT in a manner that prevents disruptions caused by German customs requirements, ensures facility security.

(A) Prograde and Retrograde Mail Processing: The Management Approach shall describe the Offeror methodology for processing both Prograde and Retrograde Mail IAW PWS paragraph 5.

(B) Interface and Communication: The Management Approach shall clearly identify lines of communication and describe how the Offeror will interface with Government Mail Control Activities and the onsite COR Staff. The approach shall explain procedures for addressing Standard Transportation Movement Request (STMR) issues, and for meeting mail processing timelines IAW PWS paragraphs 4 and 5.

4.1.4 SUBFACTOR 3: Quality Control Plan (QCP). The QCP shall clearly identify:

(A) How the Offeror will ensure a direct line of communication with the onsite COR Staff regarding GAMT processes of mail handling and processing, and with the Mail Control Activity Staff for mail movement concerns to and from the Air Carriers, and Airline Ground Handlers IAW PWS paragraphs 4 and 5.

(B) An Organizational structure to show accountability of the work to be performed, to include any applicable subcontractor(s) task to be performed.

(C) A comprehensive approach to identification, and proposed mitigations or controls to prevent reoccurrences of deficiencies.

(D) A process to ensure the designated Critical Entry/Exit Timelines, and STMR Dispatch Schedule are met. Government QASP Inspection by the COR will validate this process against the Offeror’s Quality Control Plan.

(E) A process to ensure the Security, Safety, Integrity, and Accountability of the mail at all times within the Mail Handling Facility. Government QASP Inspection by the COR will validate this process against the Offeror’s Quality Control Plan.

Further details regarding the Quality Control Plan are provided in Addendum to FAR Clause 52.212-2 of this solicitation.

5. VOLUME III – PAST PERFORMANCE (FACTOR 3)

5.1 The Offeror shall provide recent past performance information on no more than five (5) contracts. Past Performance will be rated on an ‘acceptable’ or ‘unacceptable’ basis using the ratings and descriptions outlined in the FAR 15 Source Selection Procedures.

5.2 Recent Past Performance Information. The Offeror shall provide past performance information on previous and current contracts for mail handling and distribution demonstrating a minimum of twelve (12) consecutive months of service within the last five (5) years from the date of issuance of this solicitation.

5.3 Relevant Past Performance Information. The Offeror shall provide past performance information on previous and current contracts where the Offeror is or was responsible for performing services with a similar scope as identified in the PWS, and magnitude greater than or equal to 8,000,000 kilograms of mail processed annually.

5.4 The Government will evaluate the quality of the offeror’s performance deemed recent and 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. In addition, the Offeror shall provide past performance information on any subcontractor, teaming partners, or joint venture partner who is anticipated to perform 25 percent or greater of the effort based on the total estimated costs, or who will perform efforts that are critical to the overall successful performance.

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

• Contract Agency or Customer

• Contract Number

• Number of kilograms processed annually

• Date of Award

• Period of Performance

• Description of the requirement

• 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

5.6 Offerors shall ensure that Past and Present Performance Questionnaires provided at Attachment 4, are sent to all POCs listed in each of the Offeror’s Past Performance submission’s reference list in the Past Performance Volume. Respondents to the Past and Present Performance Questionnaires shall be instructed to email completed questionnaires to Ms. Noemi Toth-Phillips at noemi.toth-phillips@us.af.mil and Ms.

Barbara Wafzig at barbara.wafzig.de@us.af.mil. Respondents to the questionnaires shall not send the completed information sheets back to the Offeror. The Government will conduct any follow-up required by the POCs as necessary. Offerors shall not follow-up with respondents to ensure they have completed the questionnaires. The Past Performance Volume may also include any other metrics, recognitions or the like to support the Past Performance evaluation. The Government may contact references other than those identified by the Offeror. The Government will also review any other sources deemed necessary to obtain additional information that will be used in the evaluation of Offeror’s past performance.

5.7 The Offeror shall also submit a Subcontractor Consent Form executed by each subcontractor that will perform major aspects of the requirement consenting to the release of their past performance information to the prime contractor (See Attachment 5: Subcontractor Consent Form). (Past Performance information pertaining to a subcontractor cannot be disclosed to the prime Offeror without the subcontractor’s consent).

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