ATTACHMENT 8 - Instructions to Offeror.pdf

10th Logistics Readiness Squadron (LRS) Service

RFP: FA700023R0013

Attachment 8: Instructions, Conditions & Notices to Offerors

L-1. NOTICE: The following solicitation provision pertinent to this section is hereby incorporated by reference:

A. FEDERAL ACQUISITION REGULATION (FAR) SOLICITATION PROVISIONS

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND SERVICES (MAR

2023)

L-2. ELECTRONIC POSTING SYSTEMS

A. All documents for this solicitation, including amendments and notices to offerors, will be posted on the Official U.S. Government Website at: http://www.sam.gov/

B. For http://www.sam.gov search for the specific RFP number. Interested parties should check the site regularly for updates and amendments.

L-4. INFORMATION TO OFFERORS (ITO) and INSTRUCTIONS FOR PROPOSAL

PREPARATION

1.0 GENERAL INFORMATION TO OFFERORS.

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 meet a requirement may result in an offer being ineligible for award. In accordance with FAR 52.212-1(g), the Government intends to award the contract without discussions (except clarifications as described in FAR 52.212-1(g)) but reserves the right to conduct discussions if necessary.

The acquisition will be conducted using a two-phased approach. The Government will request separate proposals for each phase.

The offerors’ proposals shall consist of the following:

Proposal 1:

Phase I, Volume I, Technical Qualification Gate

Proposal 2:

Phase II, Volume II, Executive Summary

Phase II, Volume III, Past Performance

Phase II, Volume IV, Price

Phase II, Volume V, Contract Documentation

All volumes of both Proposals shall be submitted to the Government by the date provided in section 3.1. Proposals shall be delivered only in electronic form.

RFP# FA700023R0013

Attachment 8

Offerors who do not pass Phase I’s gate criteria will not advance to Phase II evaluation; and therefore, the Phase II (Past Performance and Cost/Price) proposal will not be evaluated and the Offeror will not be eligible for award.

Offers will be evaluated using the factors and subfactors in Attachment 9, Section M, Evaluation Factors for Award.

Phase I proposal will be evaluated as “pass” or “fail.”

For the Phase II proposal, the Government reserves the right to use the Past Performance/Price Tradeoff (PPT) approach. IAW FAR 15.101-1(a), a tradeoff process is appropriate when it may be in the best interest of the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror. Offers will be evaluated using the factors and subfactors under Section M, Evaluation Factors for Award. Past Performance is approximately equal to Cost/Price factor. The Government may award to a higher-priced offeror if it is determined by the SSA that the superior past performance outweighs the price difference and may award to a lower-priced offeror if it is determined by the SSA that a superior past performance does not outweigh the price difference.

The offeror’s phase in plan will be incorporated into the contract as an attachment in Section J and will become part of the contract requirements.

1.1 Offeror Eligibility. Participation in this acquisition is limited to small business 8(a) offerors under NAICS code 561210, Facility Support Services, with a $47 million size standard IAW FAR Part 19.

1.2 Pre-Award Survey. To assist in the determination of contractor responsibility as defined in FAR 9.1, a pre-award survey may be accomplished. If requested by the Government, the offeror shall be required to participate in a pre-award survey for the purpose of determining its financial and technical ability to perform. Refusal to participate in a pre-award survey and failure to provide all requested information may be cause for rejection of the offer.

1.3 Point Of Contact (POC). Upon release of the RFP, the POCs for this acquisition are the Procuring Contracting Officer (PCO), Ms. Susan Davis Ulma, Contracting Specialists (CS) Mr. Fenton Fitzgerald and Mrs. Tammy Martin. Address any questions or concerns by email to: susan.ulma@us.af.mil, fenton.fitzgerald.2@us.af.mil, and tammy.martin.6@us.af.mil.

1.4 Site Visit. The Government does not anticipate conducting a Site Visit for this requirement.

1.5 Discrepancies and Ambiguities. If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the PCO in writing with supporting rationale not later than 7 calendar days after the Request for Proposal (RFP) release. Also, the offeror shall give written notification to the PCO of ambiguities in the solicitation, including the Performance Work Statement (PWS), not later than 7 calendar days after Final RFP release.

1.6 Revisions and Amendments. The Government reserves the right to revise or amend the specifications or the solicitation prior to the time specified for receipt of proposals. Such revisions or amendments will be communicated by formal amendment (Standard Form 30) to this RFP. If such amendments require material changes in quantities or costs, the receipt of proposals date may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include an announcement of the new receipt of proposals closing date and time.

1.7 Pre-Performance Conference. A pre-performance conference will be coordinated by the PCO with the successful Offeror prior to the commencement of any work under the contract that will be awarded as a result of this solicitation and offer. The Offeror or his duly authorized representative is required to attend the pre-performance conference.

1.8 Technical Reference Library. The Technical Bidder’s Library will include Workload

Data, PWS Attachments/Exhibits, Equipment Lists, Inventories, Record and Baseline Conditions, Directive, Publications (excluding publications available via Public Access Sites), Other Guidance and Reference Documentation (excluding available via Public Access Sites.)

1.8.1 None of the regulations, manuals, or other publications referenced in the Request for

Proposal (RFP) will be issued with the solicitation.

1.8.2 Unclassified documents will be available on Contract Opportunities at http://www.sam.gov/. Potential offerors are encouraged to subscribe to SAM.gov for real-time e-mail notifications when information is posted to the website for this solicitation.

1.9 Initial Proposals. Offerors shall submit initial proposals with their most favorable terms, from both a technical and price standpoint. The Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

1.10 Competitive Range Determination. In Phase II and IAW FAR 15.306(c)(2), the

Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

1.11 Debriefings. Offerors desiring a debriefing must make their request IAW the requirements of FAR 15.505 or 15.506, as applicable. If an Offeror is eliminated during the competitive range determination, that Offeror may elect to wait until post award to receive the debriefing; however, each Offeror may only receive a total of one debriefing.

1.12 Discussions. In accordance with FAR 52.212-1(g), the Government intends to award without discussions but reserves the right to conduct discussions if determined in the Government’s best interest. Accordingly, each Offeror is advised to submit initial proposals that fully and clearly meet or exceed requirements without additional information or explanation and contain each Offeror’s best terms from a technical and price standpoint.

1.13 Final Proposal Revisions (FPR). Once discussions (if conducted) have been concluded with each Offeror in the competitive range, the PCO will request that each Offeror remaining in the competitive range provide a FPR of the Phase II proposal. The PCO will provide further guidance and a common due date and time for submission of the FPR if required.

1.14 Questions Concerning the Solicitation. All questions concerning this RFP must be submitted in writing not later than 2:00 pm (MDT) on xxxxxxx. Submit questions via email to susan.ulma@us.af.mil, fenton.fitzgerald.2@us.af.mil, and tammy.martin.6@us.af.mil.

2.0 PROPOSAL PREPARATION INSTRUCTION

2.1 General Instructions and Information.

2.1.1 Description of Section L. Section L of this solicitation is the instructions, conditions, and notices to Offerors for the source selection. This section is written in accordance with FAR Part 15, “Contracting by Negotiation” and AFFARS Mandatory Procedures 5315.3, “Source Selection”, and DoD Source Selection Procedures dated 20 Aug 2022.

2.1.2 Compliance with Instructions. The Offeror’s proposal must include all data and information requested by this Instruction to Offerors (ITO) and must be submitted in accordance with these instructions. This includes both Phase I and Phase II proposals. The Offeror’s proposal shall be compliant with the requirements as stated in the PWS and with all the requirements contained in the solicitation. Any offeror who submits an incomplete package may be considered non-compliant and ineligible for award. Non-compliance with these instructions to include Phase I and Phase II, may result in determination of non-compliant of the proposal, exclusion from the competitive range or an otherwise unfavorable proposal evaluation.

2.1.3 Compliance by Subcontractor/Teaming Partner. It is the Prime offeror's responsibility to ensure any subcontractor’s/teaming partner’s proposals follow the format contained in this section. Please include the Prime offeror's identification data on all subcontractor proposal submissions.

2.1.4 Non-compliance. Non-conformance with the instructions provided in the solicitation may result in a determination that the proposal is non-compliant, which may mean exclusion from the competitive range or an otherwise unfavorable proposal evaluation.

2.1.5 Proposal Clarity. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and validation 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. The absence of such convincing rationale will adversely influence evaluation of the proposal. 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 or obtained through past performance.

2.1.6 Proposals shall not contain classified information.

2.1.7 Alternate proposals will not be accepted.

2.1.8 Records Retainment. In accordance with FAR Subpart 4.8 (Government Contract

Files), the Government will retain one copy of all unsuccessful proposals.

2.1.9 Acceptance Period. The proposal acceptance period is specified in Block 12, Section A of the solicitation (SF1449). The Offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid for a period of not less than 180 calendar days from receipt, and by signing the SF1449, the offeror agrees to that period.

2.2 Organization and Format of Proposal. This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. Each volume shall be complete in itself. The proposal should include all of the information requested in the subparagraphs. Failure to do so may adversely affect the evaluation. A proposal that is sufficiently documented in a complete, orderly, and specific detailed manner will enable the Government to perform a thorough and fair evaluation.

2.2.1 Offerors’ proposals shall consist of: Phase I, Volume I (Technical Qualification Gate) and Phase II, Volume II, III, IV, & V (Past Performance and Price Evaluation Criteria).

Offeror must ensure that Phase I, Volume I does not contain any Pricing information related to this acquisition. The titles and contents of the volumes should be as defined in this document, all of which shall be within the required page limits as specified in the table below. If the page count is exceeded, the excess pages will not be read or considered in the evaluation of the proposal.

Table 1 - Proposal Organization

PHASE VOLUME TITLE PAGE LIMIT

Phase I I Technical Qualification Gate 10

Phase II

II Executive Summary 5 Attachment E1: Cross Reference Matrix (To Reflect All Volumes)

Unlimited

III Factor 1: Past Performance

Attachment P1: Executive Summary

Unlimited

Attachment P2: Relevancy Matrix 6-pages per citation

Attachment P3: Relevant Contracts Unlimited Attachment P4: Consent Letters Unlimited Attachment P5: Authorization Letters

Unlimited

IV

Factor 2: Cost/Price Unlimited Attachment C1: Price Workbook Unlimited Attachment C2: Staffing Table 3 Attachment C3: Cross Reference Matrix to Reflect Only Price Volume

IV

Unlimited

V Contract Documentation Unlimited

See paragraph 9.0 below. Unlimited

* The page limitation does not include Table of Contents and Glossaries.

2.2.2. Pages. A page is defined as each face of an 8.5 x11-inch sheet of paper containing information. All material must be contained within the page limit identified. Excess pages will not be evaluated.

2.2.3. Text. All type size, including charts and tables, will not be smaller than Microsoft Word 11 point font, normal proportional spacing. Text may be single-spaced.

2.2.4. Table of Contents and Glossary. Each volume shall contain a table of contents.

Table contents shall be used to identify sections. Each volume shall contain a glossary of all abbreviations and acronyms used, with a definition for each. Use of abbreviations and acronyms should be limited. Table of Contents and Glossaries do not count against the page limitations for their respective volumes.

2.2.5. Labeling. All files must be clearly labeled as indicated below in Table 1, Proposal

Organization. Each Volume must be submitted as a separate file, with the appropriate Title (see naming convention Section 3.3 below), in accordance with Table 1.

2.2.6. Change pages after initial proposal submission. If the offeror submits proposal revisions, during or after discussions, any changed pages that are submitted shall have changed information clearly marked by a vertical line in the right margin of the page identifying the changed content. The date of the revision and revision number shall be reflected on each changed page (preferably on, or next to, the vertical change line). Make spreadsheet revisions obvious by highlighting cells that changed.

All proposal revisions shall be resubmitted in their entirety, with the changes clearly identified in the manner described above (that is, it will not be acceptable to submit only the updates).

2.2.7. Evaluation Notices (ENs) and Final Proposal Revisions (FPRs). If Evaluation Notices

(ENs) are provided to an Offeror during discussions, further instruction will be provided at that time. Once discussions, if required, are concluded, the CO will request the Offeror to submit a FPR and provide additional further instructions.

2.3. Electronic Submittal.

2.3.1. Electronic Copies. Only electronic proposals will be accepted. Hard copies will not be accepted. The electronic (softcopy) proposal shall be Microsoft Office 365 (MS) compatible. The proposal will be submitted via DoD SAFE (https://safe.apps.mil) to Ms. Ulma, Mr. Fitzgerald, and Mrs. Martin. Offerors are responsible to ensure delivery of their electronic documents via DoD Safe. All files must be clearly labeled as indicated below in Para 3.3. Each Volume must be submitted as a separate file, with the appropriate Title (see “Proposal Labeling” naming convention Para 3.3 below), with a Word/Excel version. Offerors are advised to perform a computer virus check prior to submission.

2.3.2. DoD SAFE is a web-based tool that provides authenticated DoD CAC users and guests (unauthenticated users) the capability to securely send and receive large files. DoD SAFE uses the latest web browser encryption transport protocols to secure files when they are in transit. Files uploaded into SAFE can be encrypted at rest if the sender selects the corresponding check box on the DoD SAFE site. DoD SAFE users are responsible for ensuring they encrypt CUI, PII, and PHI data. DoD SAFE is for UNCLASSIFIED USE ONLY. Users outside of DoD may notice lengthy download and upload times depending on their bandwidth availability.

2.3.3. Each volume shall be written on a stand-alone basis so that its content may be evaluated with a minimum of cross referencing to other volumes of the proposal.

Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. If files contain links, the links shall be maintained in the original proposal and all revisions. 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.

2.3.4. Cost/Price and Contract Document Volumes. All cost or pricing information shall be addressed only in the Cost/Price and Contract Document volume. All price table and spreadsheets shall be provided in MS Excel® 365 and include all formulas and clarifying notes used to calculate the price reflected in the spreadsheets.

Further, these spreadsheets should not be locked down nor should they include any pivot tables in them.

3.0 RECEIPT OF PROPOSALS.

3.1 Proposal Delivery. The Government requests two separate proposals for Phase I and

Phase II to be delivered on the same date/time and no later than 1400 Mountain Time on the xxxxxxx. Electronic Copies of the Offerors’ proposals shall be delivered to the PCO below via DoD SAFE. Failure to submit proposals at the date/time listed below will be determined unresponsive and therefore the Government will not consider that proposal. The Government will only accept proposals from the prime contractor or Joint Venture.

3.2 Confirmation of Receipt. Offerors are responsible for ensuring the delivery of their electronic documents.

3.3 Proposal Labeling. Submission description through DoD Safe will clearly state the

Solicitation number, Company Name and Point of Contact. All files sent through the DoD Safe shall naming convention (abbreviations are acceptable) listed below.

Failure to follow this naming convention may result in your proposal deemed non-compliant and ineligible for award.

Company Name_Phase #_Vol#_Vol Title

Example: ABC LLC_Phase I_Vol1_Factor

4.0 PROPOSAL INSTRUCTIONS FOR PHASE I, VOLUME I, TECHNICAL QUALIFICATION

GATE.

4.1 General Information for Phase I.

Phase I proposals will be evaluated on a pass/fail basis, as described in Section M, paragraph M-3, 3.0. Offerors must pass Phase I in order for the Government to evaluate the Offerors’ Phase II proposal. To pass, an Offeror must provide a phase-in plan to address the approach to having fuel trucks DOT certified prior to phase-in ending. Failure to provide an approach to having fuel trucks DOT certified prior to phase-in ending with supporting documentation will receive a rating of fail and be excluded from competition.

4.1.1 Phase I, Volume I, Technical Qualification Gate Organization

Cover Sheet Section 1 – Phase In Plan

4.2 Coversheet for Phase I, Volume I, Technical Qualification Organization. A cover sheet shall be included in this volume. This cover sheet shall not be counted against the page limitations of the volume. The cover sheet will include at minimum the prime company/division's street address, county code, and facility code; Commercial and Government Entity (CAGE) code; Unique Entity Identifier (UEI) code; size of business (large or small). If Joint Venture, then the Joint Venture name and the companies included in this joint venture. Also include the authorized offeror personnel’s name, title, and telephone number.

4.3 Phase In Plan. Address an approach to having fuel trucks DOT certified prior to phase-in ending.

Only Offerors who are rated as “pass” for Phase I will have their Phase II proposals evaluated.

5.0 PROPOSAL INSTRUCTION FOR PHASE II, PAST PERFORMANCE & PRICE EVALUATION

5.1 General Information for Phase II

Phase II proposals will consist of two (2) Factors.

Factor 1, Past Performance Factor 2, Price

All non-cost/price factors to include Factor 1, Past Performance are approximately equal to Factor 2, Price.

6.0 VOLUME II, EXECUTIVE SUMMARY.

The purpose of the Executive Summary Volume is to provide an overview of the material that constitutes the Offeror’s proposal. The Executive Summary Volume is provided for informational purposes only and is not evaluated or scored. Any summary material presented in the Executive Summary Volume shall not be considered as meeting the requirements for any portions of other volumes of the proposal. Do not include price information in this volume. A cover sheet shall be included in this volume. This cover sheet shall not be counted against the page limitations of the volume. The Executive Summary shall not exceed the page limit address above under Paragraph L-4, 2.2.1, Table 1. The Executive Summary Volume shall include the following sections:

6.1.1 Offeror’s Proposed Team. The Offeror shall concisely identify the Offeror’s team including the prime (or Joint Venture) and subcontractors, a brief description of the team, and each team member’s major area of responsibility. The Offeror shall describe the relationships, roles, and responsibilities of the participants.

6.1.2 Organization and Management. The Offeror shall describe its organization, management, roles, and responsibilities. The Offeror shall indicate agreements that have been executed (e.g., Joint Venture, subcontracts, interdivisional effort, partnering agreements) to allow work to begin at contract award. The Offeror shall provide an organizational chart that shows prime (or Joint Venture), subcontractors, and interdivisional transfers, and which includes key positions for responsibility and authority to respond to performance concerns and to affect change. The Offeror shall provide another organizational chart that depicts how the Offeror’s program fits within the company, and includes titles, division names and locations.

6.1.3 Cross Reference Matrix. As part of the offerors’ proposals, an overall cross-reference matrix shall be completed and submitted with the Executive Summary, as required which reflects all the Volumes. Offerors are ultimately responsible for ensuring that their proposal fully addresses all areas and that all requested information is completed in accordance with Sections L and M of this solicitation.

7.0 VOLUME III, FACTOR 1: PAST PERFORMANCE

7.1 Present/Past Performance. This portion of the evaluation will consider the offeror's performance and that of its subcontractors, teammates and/or joint venture partners.

Provide rationale if no Present/Past Performance information is submitted for a particular team participant. This information is requested of the offeror and all subcontractors, teammates and/or joint venture partners. The Government will use data provided by each offeror in this volume and data obtained from other sources in the evaluation of past performance. Offerors (including subcontractors, teammates and/or joint venture partners) shall only submit past performance in the areas they are proposed to perform IAW the Relevancy Matrix.

7.1.1 Past Performance Questionnaires (PPQ). Each offeror shall submit PPQs in accordance with the format contained in Attachment10. The offeror is responsible for sending PPQs (Attachment 10) to the points of contact for the past efforts they identify who will subsequently submit information to the Government to be received no later than the proposal due date. Offerors shall send questionnaires directly to the points of contact for the past efforts it identifies, provide the instructions to the respondents, and clearly instruct the respondents that all responses are to be provided directly to the Government CO, NOT THE OFFEROR. The number of past performance efforts submitted shall be limited to three citations per focus area for the offeror. A citation is defined as a contract or a task order. For example, each task order in an IDIQ contract will be counted as separate citations. The responsibility to send out and track the completion of the PPQs rests solely with the offeror. Completed PPQs shall be e-mailed to the point of contact identified in the questionnaire. The prime is responsible for ensuring the receipt of the PPQs by contacting the CO. Offerors shall provide a list of the proposed respondents.

7.1.2 General. Offerors are cautioned that the Government will use data provided in this volume and data obtained from other sources in the evaluation of past performance.

The CO may contact Government installations where the offeror performed or other performance information sources. The performance information sources may include qualified, impartial sources of information, for example: State Better Business Bureau, Dun & Bradstreet, etc. The CO will reference other sources to determine past performance, including Federal Awardee Performance and Integrity Information System (FAPIIS), Past Performance Information Retrieval System (PPIRS), and System for Award Management (SAM).

7.1.3 Present/Past Performance Volume Format. There is no volume page limitation except staffing plan. The offeror shall format the Present/Past Performance Volume as follows:

a. Tab 1: Executive Summary and Organizational Structure Change History (see paragraph 7.1.3.1)

b. Tab 2: Relevancy Matrix (see paragraph 7.1.3.2)

c. Tab 3: Relevant Contracts (see paragraph 7.1.3.3)

d. Tab 4: Consent Letters (see paragraph 7.1.3.4)

e. Tab 5: Client Authorization Letters (see paragraph 7.1.3.5)

7.1.3.1 Executive Summary. The Past Performance volume shall include an Executive Summary and a Table of Contents. The Executive Summary shall describe the role of the prime and each teaming partner that will potentially perform on the contract.

7.1.3.1.1 Organizational Structure Change History. Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this executive summary, a roadmap describing all such changes in the organization of the company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts identified for past performance evaluation/performance confidence assessment. Since the Government intends to consider past performance information provided by other sources as well as that provided by the offeror(s), the roadmap should be both specifically applicable to the efforts identified and general enough to apply to efforts on which the Government receives information from other sources. Include traceability data.

7.1.3.2 Tab 2: Relevancy Matrix. The proposal shall provide a completed relevancy matrix for the offeror including each proposed teaming partner for only the present/past performance citations submitted (no more than three citations per focus area). Do not identify past performance for proposed team members in areas they are not proposed to perform. The tab has a 6-page limitation per each citation. Each offeror (including subcontractors, teammates and/or joint venture partners), will be assessed for relevancy as outlined in Section M, paragraph 2.2.1.2.

7.1.3.3 Tab 3: Relevant Contracts. Submit citations, Attachment 11, for up to three recent citations per focus area that is considered most relevant in demonstrating the offeror’s ability to perform the proposed effort. Include rationale supporting the offeror’s assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining recent and relevant, see Section M, Evaluation Factors, paragraph 2.2 - Past Performance. 4.2.3.3.1 Specific Content.

Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort relate. This may include a discussion of efforts accomplished by the offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to a limited or no confidence rating, since the problems encountered may have been on a more complex program, or an offeror may have subsequently demonstrated the ability to overcome the problems encountered. 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. This may allow the offeror to be considered a higher confidence candidate. For example, submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems is required.

7.1.3.4 Tab 4: Consent Letters. The proposal shall contain a consent letter, executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of past performance information to the offeror so the offeror can respond to such information. Present/Past Performance information submitted concerning subcontractors and teaming partners, if proposed, cannot be disclosed to a private party without the subcontractor’s or teaming partner’s written consent. Because the offeror is a private party, the Government will need that consent before disclosing subcontractor’s/teaming partner’s present and past performance information to the offeror during exchanges. In an effort to assist the Government evaluators in assessing present/past performance relevancy and confidence, request the consent (if any) be completed by the subcontractor/teaming partners identified in the offeror’s proposal.

Should the offeror not submit consent, the Government will only discuss present/past performance information directly with the prospective subcontractor or teaming partner that is being reviewed. If there is a problem with the proposed subcontractor’s or teaming partner’s present/past performance, the offeror can be notified of a problem, but no details may be discussed without the subcontractor’s/teaming partner’s permission. A sample consent letter is attached to the solicitation as Attachment 12. Information in this tab is unlimited pages.

7.1.3.5 Tab 5: Client Authorization Letters. The proposal shall include client authorization letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the offeror’s performance. A sample client authorization letter is attached to the solicitation as Attachment 13.

8.0 VOLUME IV, FACTOR 2 – PRICE.

8.1 General Information.

These instructions are to assist the offeror in the preparing and submitting data other than certified cost or pricing data required in accordance with FAR 15.403-3.

The Government requires this data to evaluate the fair, reasonableness, and balance of the offeror’s proposed costs/prices. Compliance with these requirements is mandatory and failure to do so could result in the Government rejecting the offeror’s proposal. The offeror should provide sufficient details to demonstrate the reasonableness and balance of its costs/prices. The burden of proof for credibility of proposed costs/prices rests with the offeror. Note that unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for the Government to eliminating a proposal from the competition either on the basis that the offeror does not understand the requirements or has submitted an unrealistic proposal. Additional reference 15.404-1(g), unbalanced pricing poses an unacceptable risk to the Government and may be a reason for the Government to reject the offeror’s proposal.

8.1.1 Adequate price competition is anticipated; therefore, offerors are not required to submit certified cost or pricing data in accordance with FAR 15.403. In accordance with FAR 15.403-1(b) and 15.403-3(a), information other than cost or pricing data may be required to support price reasonableness. Information shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient information available to determine price reasonableness, and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit cost or pricing data.

8.1.2 Total Evaluated Price (TEP). The TEP will be used as the evaluated dollar value that will be provided to the SSA for the Price Factor, for the purpose of making a source selection tradeoff decision. The TEP is calculated by the sum of all Contract Line Item Numbers (CLINS) costs and prices to include phase in, base period, all options and the 6-month extension.

8.1.3 Reasonableness. The Contracting Officer has determined there is a high probability of adequate price competition in this acquisition. Therefore, reasonableness will be determined based on competition. In the event adequate price competition does not emerge in response to this solicitation, the CO may request other than certified cost or pricing data. Note the Phase In will be analyzed for reasonableness only.

8.1.4 Unbalanced Price. Offerors proposals will be evaluated with respect to unbalanced pricing for all proposed CLINs. Unbalanced pricing exists when, despite an acceptable Total Evaluated Price (TEP), the price of one or more CLINs is significantly overstated or understated as indicated by the application of price analysis techniques. An Offeror whose proposal is determined to be unbalanced may be determined may be determined unawardable and eliminated from the competition if the lack of balance poses an unacceptable risk to the Government.

[Reference FAR 15.404-1(g), “Unbalanced Pricing”]. Note the Phase In will not be analyzed for unbalanced pricing.

8.2 General Instructions.

8.2.1 The Offeror shall only include pricing data in the Price Volume.

8.2.2 Rounding. The Offerors shall round all dollar amounts to the nearest dollar.

8.2.3 The PCO, IAW FAR 15.403-1(b) and 15.403-3(a)(1)(ii), requires the offeror to submit data other than certified cost or pricing data to support price reasonableness. Offerors shall provide this information IAW 15.403-5. If, after receipt of the proposal, the PCO determines there is insufficient information available to determine price reasonableness, and none of the exceptions apply under FAR 15.403-1, the PCO may require the offeror(s) to submit additional cost or pricing data.

8.3 Price Volume Organization

In the volume Table of Contents, the offeror shall specify by page number where each section of the volume is located. The offeror shall organize the Price volume according to the following general outline:

Cover Sheet General Information and Explanations Total Evaluated Price Spreadsheet (Attachment 12) Staffing Table Price Cross Matrix Glossary of Abbreviations & Acronyms

8.3.1 Coversheet for Volume IV, Cost/Price. A cover sheet shall be included in this volume. The cover sheet will include at minimum the prime company/division's street address, county code, and facility code; Commercial and Government Entity (CAGE) code; Unique Entity Identifier (UEI) code; size of business (large or small).

If Joint Venture, then the Joint Venture name and the companies included in this joint venture. Also include the authorized offeror personnel’s name, title, and telephone number.

8.3.2 General Information. The offeror shall prepare an introduction to the Price volume. Offeror shall identify any assumptions and exceptions taken to the pricing requirements stated in this solicitation. Provide complete rationale for each assumption and exception. Do no cross reference to/from Volume IV, Contract Documentation. Annotate “none”, if no assumptions or exceptions apply.

8.3.3 Cognizant DCAA Auditor Information. The proposal shall provide name, email address and telephone number of the cognizant DCAA Auditor for the parent company (if applicable), and any large business part of the Joint Venture or for the offeror’s subcontractors/partners.

8.3.4 Escalation Rates. The offeror shall identify the escalation rates it used for materials, equipment, and indirect expenses. The offeror shall describe the basis of the escalation rates and explain why the Government should consider them reasonable. The offeror shall identify the inflation rates used in preparing its proposal. Labor shall not be included in escalation rate. Labor rates will be increased in accordance with FAR 52.222-43.

8.3.5 Total Evaluated Price Spreadsheet. This spreadsheet provides the offeror’s proposed Total Evaluated Price which is the sum of all CLINs and the 6-month extension.

8.3.6 Staffing Table. Table must include labor categories, labor hours (2,080 is one full-time equivalent), and identify any cross utilization. Clarify your approach or cross-utilization, as necessary.

8.3.6.1 Labor Hours. If basing labor hour estimates on other than past experience, the offeror shall provide detailed rationale on how it estimated these hours. If using standards or CERs, the offeror shall identify and explain how they were derived and state whether they have been used on other programs. If using other than normal procedures to estimate labor hours, the offeror shall provide a detailed explanation.

8.3.6.2 Labor Categories. The offeror shall provide their proposed labor categories utilizing the labor categories in the Collective Bargaining Agreements.

9.0 VOLUME V, Contract Documents. As part of the proposal submission, include the following:

9.1 Section A - Completed Standard Form 1449. Completed Section A of the SF33, as applicable. Signature by the Offeror on the SF 33 constitutes an offer, which the Government may accept. In doing so, the Offeror accedes to the contract terms and conditions as written in the Solicitation Sections A – J.

9.1.1 Acknowledgement of all amendments. Each offeror must sign and return one copy of the Standard Form 1449 and any amendments by the date specified on the form.

9.1.2 The Offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid for a period of not less than 180 calendar days from receipt, and by signing the SF 1449, the offeror agrees to that period.

9.2 Section I, Contract Clauses. The Offeror shall complete any required clause fill-ins.

Failure to complete clause fill-ins may be considered non-compliant and unawardable.

9.3 Section K, Offeror’s Representations (Prime). Complete the FAR representations and certifications in the System for Award Management (SAM) website at http://www.sam.gov. However, if any FAR or DFARS representations and certifications required are not included in SAM, submit the completed representation or certification as part of this chapter. Additionally, include any FAR, DFARS, or AFFARS clause requiring fill-in information, as well as any other acknowledgments required.

9.4 Section J, List of Documents, Exhibits, and Attachments. The offeror shall include the following documents in their proposal:

Attachment 11, Past Performance Information Attachment 12, Consent Letter Attachment 13, Client Authorization Letter (If Required) Attachment 14, Total Evaluated Price Spreadsheet

9.5 Joint Venture Agreements and Mentor Protégé Agreements. Joint Venture Agreements and Mentor Protégé Agreements. Joint Ventures and Mentor protégé are allowable on competitive 8(a) awards, and must contain the provision under 13 CFR 124.513(c). Before a Participant may be awarded a competitive 8(a) contract, SBA must determine Participants eligibility which is based upon the criteria listed under 13 CFR 124.501(g)

9.6 Other Information Required.

9.6.1 Assumptions. Clearly state all assumptions made, including in the technical approach and price. If there are no assumptions made, state so clearly.

9.6.2 Exceptions to Solicitation Requirements. 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. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

Each exception shall be specifically related a 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.

9.6.3 Authorized Offeror Personnel. Provide the name, title and telephone number of the company/division point of contact regarding source selection decisions made with respect to your proposal and who can obligate your company contractually.

Also, identify those individuals authorized to negotiate with the government.

9.6.4 Company/Division Address, Identifying Codes, and Applicable Designations.

Provide company/division's street address, county code, and facility code;

Commercial and Government Entity (CAGE) code; Unique Entity Identifier (UEI) code;

size of business (large or small); and labor surplus area designation.

9.6.5 Subcontractor Representatives. For teaming partners, provide the name, title, and telephone number of the company/division point of contact who are authorized to represent their company to the Government for the proposed effort. Also include the company/division’s Commercial and Government Entity (CAGE) code; Unique Entity Identifier (UEI) code; size of business (large or small); and labor surplus area designation.

9.6.6 Additional Information.

9.6.6.1 Financial Documents. Prime: The Prime shall provide the last three years of financial statements, and year-to date financial information through the last quarter available to the CO. If audited, reviewed, compiled or certified financial statements are available, these shall be submitted. If the Prime is a combination of firms (for example, a partnership or joint venture), discuss the financial responsibilities among the companies. Historical and year-to-date financial data shall be submitted for each company that makes up the Prime, and the ability to fund contract performance shall be addressed for the combined firm. If necessary, DCMA will be requested to provide a financial analysis evaluation and report. Financial responsibility is not an evaluation criterion. However, it is a basic contract requirement. A contract will only be awarded to an offeror who is deemed responsible in accordance with the Federal Acquisition Regulation (FAR).

9.6.6.2 Contractor Responsibility. In accordance with FAR 9.103(b) Policy, the PCO must make an affirmative determination of responsibility for potential awardees. The information requested in this volume is necessary to establish contractor responsibility. The Offeror shall submit this information under Volume V which will not become part of the awarded contract. Provide an explanation, as well as, evidence of the contractor’s ability to obtain the required resources to perform the contract requirements based upon the contractor’s proposed approach (see FAR 9.104-1(a), (e) and (f)). Acceptable evidence normally consists of a commitment or explicit arrangement, such as but not limited to, a statement of commitment from your team member companies, commercial financial agreement, etc. that will be in existence at the time of contract award, to rent, purchase, or otherwise acquire the needed facilities, equipment, other resources or personnel.

9.6.6.3 Pre-award Clearance. In accordance with FAR 22.805 the CO will request clearance from the appropriate OFCCP regional office before award of any contract, including any indefinite delivery contract, and subcontracts of $10 million or more.