Section L Final.pdf

Section L - Instructions, Conditions, and Notices to Offerors

Instructions to Offerors

L.1. GENERAL INSTRUCTIONS

L.1.1. To ensure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein.

This portion of Section L of the Request for Proposal (RFP) provides instructions for the preparation and submitting proposals for this solicitation. The offeror's proposal must include all data and information requested herein and must be submitted in accordance with these instructions. Non-conformance with the instructions provided and/or failure to meet terms and conditions of the RFP requirements may result in an offer being ineligible for award.

L.1.2. All proposal documentation in response to this solicitation must be submitted in the English language to include notarized summary translations of all documents.

L.1.3. 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 experience and will base its evaluation solely on the information presented in the offeror's proposal.

L.1.3.1. 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 language from the RFP will not be considered to satisfy the requirements of the RFP.

L.1.3.2. Elaborate brochures or documentation, bindings, detailed artwork, or other embellishments are unnecessary and are not desired nor required.

L.1.4. Site Visit. A single site visit will be conducted at Aviano Air Base, Italy, Tuesday 17 November 2026 fifteen (15) calendar days after the posting of the solicitation from 0800 0930 AM to 1700 1600 PM local time for the purpose of showing the variety of the buildings encompassed in the requirement and to highlight the geographic separation of the facilities. In accordance with RFO 52.237-1, attendance at the pre-proposal/site visit conference is not mandatory but highly encouraged. All prospective offerors will be required to submit the names and copies of identification cards of all attendees (not to exceed two (2) per company) to the Points of Contact (POCs) identified in paragraph L.1.7. no later than

0930AM Friday 13 November 2026 a minimum of ten (10) calendar days prior to the pre-proposal conference/site-visit scheduled date. This information must be provided in advance in order to ensure access to the military base/conference site and adequate seating for the conference attendees. Specific meeting address will be sent to attendees before 1700PM on

Friday 13 November 2026.

L.1.5.

L.1.5.1. Information provided at this conference shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing.

If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply.

L.1.6. Offerors are encouraged to submit all additional written questions and requests for clarifications to the POCs via e-mail. Offerors that wish to submit questions in regards to the RFP, may do so up to three (3) calendar days following the site visit at 1200 hours Central European Time. Questions not received within the specified time may not be answered. All timely questions will be answered officially through posting on System for Award Management (SAM). Failure of a prospective offeror to submit any questions or attend the conference will be construed to mean that the prospective offeror fully understands all requirements of the solicitation.

L.1.7. Government POC. The Contract Officer (CO) and Contract Administrator (CA) are the only points of contact for this acquisition. Address any questions or concerns via e-mail only to the CO and CA POCs listed below. The

Government will not respond to submissions past the deadline.

Contract Officer

Contract Administrator

Adam Bernas Brady Corbitt

Local Phone: +39 0434-30-8558 Local Phone: +39 0434-30-7176

DSN: 632-8558 DSN: 632-7176

e-mail: adam.bernas@us.af.mil E-mail: brady.corbitt@us.af.mil

L.1.8. 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 negotiations

L.1.9. Electronic Reference Documents. All referenced documents for this solicitation and any amendment are available on the SAM website at http://www.sam.gov/. Potential offerors are encouraged to subscribe for e-mail notifications to be updated when information has been posted to the website for this solicitation.

L.1.10. Cancellation. The Government reserves the right to cancel this solicitation, either before or after the closing date.

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

L.1.11. Offerors must have an active registration in SAM by the due date of proposal submission. For help with registering/renewing in SAM, go to: https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0039524

(See Quick Start Guide for Contract Registrations and Quick Start Guide for International Registrants as applicable). For proposals from Joint Ventures: only proposals submitted by permanent joint ventures will be accepted; the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. The SAM registration shall belong to the permanent joint venture arrangement entity

L.2. PROPOSALPREPARATION INSTRUCTIONS

L.2.1. General. Offerors shall submit all documentation in electronic format. The electronic copies of the proposal shall be submitted in PDF format and in the following Microsoft (MS) Office formats: ".docx", ".xlsx", and ".pptx".

Unopenable/Unreadable documents cannot and will be not considered.

L.2.2. Submittal of proposal. Proposals must be submitted via the Procurement Integrated Enterprise Environment

(PIEE) Solicitation Module Link (https:// piee.eb.mil), no later than the date and time specified in Block 8 on the front page of the RFP SF1449. All offerors are required to establish and maintain appropriate access to PIEE. Help with this process can be found at: https://piee.eb.mil/xhtml/unauth/web/homepage/vendorCustomerSupport.xhtml.

Proposals submitted by e-mail or regular mail or any other means WILL NOT be accepted.

L.2.3. Volume Organization. The proposal shall consist of the three (3) separate volumes as set forth in Table L-1 below.

Table L-1, Proposal Organization

Volume Volume Title Font & Size

Page

Limit

Number of

Copies

I Contractor Responsiveness Times New Roman, size 12 Unlimited 1 original mailto:adam.bernas@us.af.mil http://www.sam.gov/ https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0039524 https://piee.eb.mil/ https://piee.eb.mil/ https://piee.eb.mil/ https://piee.eb.mil/xhtml/unauth/web/homepage/vendorCustomerSupport.xhtml

II Technical Times New Roman, size 12 50 pages

1 original

1 redacted copy

III Price Times New Roman, size 12 (Templated) 1 original

*Each volume shall include a Cover Page. The cover page does not count against the page limit for the respective volumes. The

Cover Page shall be marked with the RFP number and the offeror's legal name and address, offeror's SAM Unique Entity ID

(UEI), and the number of the Volume (i.e., I, II, or III); in addition the cover page shall include the following:

- A statement of full agreement with all solicitation's terms, conditions, and provisions

- Names, titles, and telephone numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with the Government in connection with this solicitation

- Name, title, and signature of person authorized to sign the proposal

- Offeror's information shall not be included on the Cover Page of Redacted copies

"Redacted copy" means that all references to the offeror's name or identification of the offeror shall be removed or covered from view.

Proposals shall be in the English language and all prices shall be proposed in Euro (EUR) or US Dollar (USD) currencies only.

L.2.4. Page Limitation. Page limitations for each volume are listed in Table L-1 above and shall be treated as maximums. Each page shall be counted except the following: the front and back cover page, executive summary, blank pages, title pages, transmittal letters, tabs, tables of contents, and glossaries. 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 Negotiations. The specified page limits for Negotiation responses will be identified in the letters forwarding the Negotiations to the offerors. Offerors are cautioned that any page that exceed the page limitations shall not be read but shall be removed and retained in the contract file without being considered in the evaluation.

L.2.5. Page Size and Format. Typing shall be in Times New Roman font size 12, single-spaced. Page size shall be

Standard European A4, 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.

See prescriptions above for documents appearance requirements. Elaborate formats are not desired nor required. These page formats also apply to responses to Negotiations, if issued.

L.2.6. Labeling. Be sure to apply all appropriate markings including those prescribed IAW RFO 52.215-1(e), Restriction on Disclosure and Use of Data, and RFO 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal

Information and Source Selection Information.

L.2.7. 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.

L.2.8. 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. Volume I, Contractor Responsiveness. Volume 1, Contractor Responsiveness, includes the items listed below and will be evaluated to determine whether an offeror meets all the requirements of the RFP. Submit Volume I with the following tabs containing the corresponding information.

Tab A. Section A - Solicitation/Contract SF 1449. Offerors are required to complete blocks 30A, 30B and 30C of the Contract SF 1449. An official having the authority to bind the offeror's company contractually must sign and date the Contract SF 1449. The Contract SF 1449 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. In doing so the offeror agrees to the contract terms and conditions as written in the RFP sections A through M.

Tab B. Representations and Certifications. Complete the necessary fill-ins, representations, and certifications in

RFP 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.

Tab C. Submit in a printout showing Active status in SAM. The printout shall show the company name and UEI. An

Offeror is required to be registered in SAM when submitting an offer or quotation and at time of award (see RFO

52.204-13, System for Award Management Maintenance, for the requirement to maintain SAM registration during performance and through final payment).

Tab D. Acknowledge all amendments to the solicitation in accordance with the instructions on the Contract SF 1449, Amendment of Solicitation/Modification of Contract, if required.

Tab E. Current Italian business registrations, license required to legally operate and employ personnel within the

Republic of Italy (R-DFARS 252.225-7042).

Tab F. Chamber of Commerce documentation proving the authority of the firm to operate in the specific business sector of the instant solicitation, showing the Capital of the firm, names of partners/owners and submission of financial reports and changes to partners/owners. This document must not be older than 90 days from date of proposal.

Tab G. Current Documento Unico di Regolarita' Contributiva (DURC) certifying the payment of host nation social security benefits or equivalent documentation. This documentation must not be older than 90 days from date of proposal.

Tab H. Current Documento Unico di Regolarita' Fiscale (DURF) as issued by the Italian Agenzia delle Entrate certifying the fiscal regularity of the company, its compliance with the payments of taxes and other fiscal obligations in Italy.

L.4. Volume II, Technical. Each offeror shall submit a Technical Volume with its proposal. 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, Custodial Services Technical Specifications. By submitting a proposal, the offeror affirms that its organization will perform all the requirements specified in the solicitation to include any and all attachments. The Technical factor is comprised of 3 subfactors and shall be arranged as below.

Tab A. Capability. Submit a Capability Overview Sheet. Projects submitted shall meet the requirements established in

Section M, section M.3.2.1.

Tab B. Operational Plan. Be sure to include all elements detailed in Section M, section M.3.2.2.

Tab C. Prior Experience. Projects submitted shall meet the requirements established in Section M, section M.3.2.3.

L.5. Volume III, Price.

L.5.1. Proposal Package. The Government will evaluate the total price proposed for the custodial services firm fixed price contract listed in the "Grand Total" Tab of the Custodial Services Priced Proposal (Section J, Attachment 2) to determine whether prices are complete, balanced, and reasonable for the work to be performed. 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, Commercial And Government Entity (CAGE) code, and UEI number as reflected in the current SAM registration. Proposed amounts shall be limited to two (2) digits after the decimal. Only EURO or USD currency offers will be accepted. The following conversion rate shall apply for offers submitted in EURO: 0.8549 EUR =

1 USD. Offers not submitted in either EURO or USD currencies will not be considered for award. Offers submitted shall be considered valid for 180 calendar days.

L.5.2. The Offeror's price will be evaluated for completeness, reasonableness, and balance in accordance with section

M.3.3.