DRAFT Instructions to Offerors 19NOV2025.docx

1.0 BPA- This requirement is a competitive BPA on GSA MAS. The Government intends to award up to five (5) BPAs but reserves the right to award more or less. The BPAs will be Firm Fixed Price (FFP) with Time & Material (T&M) for Travel. The BPA will have a five (5) year ordering period, with last date of performance occurring two (2) years after the last date of the ordering period.

2.0 To ensure timely and equitable evaluation of proposals, offerors shall comply with all instructions within section 52.212-1 Instructions to Offerors, including all solicitation submission requirements, including submission requirements within the terms and conditions and representations and certifications. Proposals shall be submitted in accordance with 52.212-1 and addressed to the points of contact listed below;

Points of Contact (POC): Below are the only points of contact for this acquisition. All questions or concerns shall be e-mailed to the Contracting Officer (CO) and Contract Specialist (CS).

2.0.1 This acquisition will use a combination of oral presentations and written submissions.

2.1 Instructions to Offerors (ITO)

2.1.1 The Offerors proposal must include all data and information requested by this ITO and must be submitted in accordance with these instructions. The Offeror shall be compliant with the requirements as stated in this solicitation. In order to be eligible for award, offerors are required to meet all solicitation requirements, such as terms and conditions; representations and certifications; evaluation factor requirements; and be deemed responsible in accordance with FAR Part 9. Nonconformance with the instructions provided in this ITO will not be further evaluated. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal shall 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 the Government has no prior knowledge of its facilities and experience and will base its evaluation on the information presented in the Offerors proposal.

2.1.2 System for Award Management (SAM): Offerors will not be eligible to receive a contract award from a Department of Defense (DoD) activity unless they are registered in SAM. IAW FAR 52.204-7, An Offeror is required to be registered in SAM with an active record when submitting an offer, and shall continue to be registered until time of award, during performance, and through final payment of any contract, resulting from this solicitation. On-line registration and instructions can be accessed at https://www.sam.gov/index.html.

2.1.3 RFP Discrepancies/Ambiguities. If an offeror believes that any portions of this solicitation contains a perceived error, omission, or is otherwise unclear, the Offeror shall immediately contact the Procuring Contracting Officer (PCO) and Contract Specialist via e-mail, clearly describing the portion of the solicitation in question and the impact the discrepancy or ambiguity has on the Offeror’s ability to prepare their proposal.

2.1.4 Proposal Submission. Proposal submission will be completed in multiple steps to ensure an efficient process. The proposal submission shall be unclassified.

2.1.5. Step 1a – Facility Clearance (Compliant/Noncompliant) Validation Submission shall include offerors demonstrated TOP SECRET Facility Clearance (FCL) approval issued by Defense Security Service (DSS) and FCL must be posted in Defense Information Security System (DISS) and the completed DD254. DD Form 254, Contract Security Classification Specifications: The Offeror shall complete blocks 6a – c of the DD Form 254. Complete the form and submit with your Step 1 Proposal no later than the due date shown in Table 1.

2.1.6. Step 1b – Technical Experience Matrix

Offerors shall submit three technical experience examples that substantiate management of three contracts/call orders/task orders simultaneously with at least 50 FTEs (each). The simultaneous overlapping performance period shall be a minimum of six (6) months. These three examples can be non-FIAR related.

Offerors shall submit three technical experience examples that substantiate audit support of all elements as shown on the self-scoring Technical Experience Matrix. These three examples shall be FIAR related. When referring to experience examples, the terms “contract” and “call/task/delivery order” are interchangeable, with “contract” often used as the all-encompassing term. IDIQ contracts, or other contract vehicles for future work not yet performed, are not acceptable proof of experience, and shall not be provided as experience examples. All task orders written against a single IDIQ will be counted as a single Experience example. When providing documentation for this experience, example includes the contract cover pages (SF33, SF1449, etc.) for both the IDIQ contracts and all relevant subsequent task orders.

The experience examples shall consist of only official contract documentation (including, but not limited to, Performance Work Statements, Statements of Work, Contract Data Requirement Lists [CDRLs], Government Furnished Property Lists, Subcontracts, and Invoices). The Government will accept a Statement of Fact from the cognizant contracting officer or COR to confirm missing information, should contractual documents not carry all the information necessary to substantiate the Offeror's self-scores. The Offeror shall not create any new documentation, such as project narratives, or project descriptions. For each experience example, the Offeror shall also include the signed cover page associated with the contract or order. Where official contract documentation is insufficient to substantiate a self-rated score, the Offeror may utilize corporate time system reports as documentation. When corporate time system reports are utilized, the citation must include a signed statement attesting to the validity of the reports. Experience examples shall include sufficient information to substantiate each claim. If an experience example substantiates multiple elements each element must be identified within the experience example.

Experience examples shall be provided in their original format. Offerors shall assign each experience example an identifier (e.g., WS1-WS10). All pages of all experience examples shall be numbered. In addition, the original pagination of each document shall be retained. If the original documentation within an experience example is not numbered, Offerors shall add page numbers. Font, text size, and margin requirements established in this ITO do not apply to experience example submissions. Experience example shall be in English. If more than one document is provided as part of an experience example, the documents shall be combined as one file and numbered accordingly. Offerors shall include all documentation for a given experience example in a single PDF file and add to each page a unique WS identifier and page number in the margin.

The Offeror shall submit a completed technical experience matrix. The completed matrix includes the offeror rating itself based upon experience examples. Self-rated scores shall be verifiable using the proposed experience examples.

The Offeror shall complete the columns labeled “High, Medium, Low, No Submission”, total points in “Max Possible Points”, total self-score at bottom cell of Matrix, and Description of work performed in the PWS connected to the scoring element (limited to 1,000 characters for each example). Unless stated otherwise, the Offeror shall not change, adjust, or manipulate any other cells within the matrix. The burden of proof to substantiate the Offeror’s self-rated score rests with the Offeror. The proposal shall include evidence to support each proposed self-rated score. Offerors shall provide one (1) Government point of contract (POC) for each proposed experience example. To include full name, organization, role/position in experience example, email and telephone number. It is incumbent on offeror to provide a government POC who can validate experience example information so the government evaluation team can validate self-scoring points.

In order to be eligible to move to Step 2, offerors shall be compliant with Step 1a and achieve a minimum point score of 75 for Step 1b - Technical Experience.

The Government will then proceed to Step 2 with Offerors who are eligible and represent the top five (5) technical experience points from Step 1b. If there are tied scores, the Government will proceed with offerors who have achieved a score that is one of the top five (5). Ratings from Step 1a and 1b are not carried into Step 2, they are used to determine eligibility to move into Step 2 only.

Offerors will be notified via email if they are deemed eligible to move to Step 2. Offerors shall identify in the proposal what company individuals should receive this notification.

2.1.7 Step 2 Technical Approach - Oral Presentations

Format for Presentations. Offerors shall provide their presentation in Microsoft PowerPoint or PDF for projection during the oral presentation.

Content/Time Limit. Oral presentations will be limited to 60 minutes. The Government will not interrupt during the presentation to ensure all Offerors are afforded the same amount of time to brief. Oral presentations shall be limited to 35 charts including cover page & agenda. Offerors shall be allotted five (5) minutes for introductions of their Team members which does not count toward the 60 minutes. All presentations shall be unclassified and marked accordingly. Offerors shall also provide a listing of attendees and their roles during the presentation.

Oral presentations will be in person at Joint Base Andrews, 1500 West Perimeter Road, Room 4170 SAF/AM conference room, Joint Base Andrews, MD 20762. Please Do not enter the building until thirty (30) minutes prior to your oral presentation. Offerors can wait in the lobby of the building at that time. A government POC will meet each team in the lobby fifteen (15) minutes prior to your scheduled oral presentation. Ten (10) minutes prior to the scheduled oral presentations, the Meeting room will be open to ensure there are no technical issues. Five (5) minutes prior to the scheduled presentation, the Contracting Officer will go over rules of engagement and address any questions.

Offerors shall present slides in person via Government laptop. The Offeror has the option to designate a non-briefing team member to present/display its oral presentation remotely via Microsoft Teams. In-person contractor attendees shall not exceed ten (10) personnel. Virtual participation is prohibited except for one individual presenting slides. The Offeror shall state in the footer that the presentation is ‘unclassified’ and no information will be provided by the Offeror that is classified during the presentation. All documents are submitted by Offerors in the same time frame. No changes can be made to the presentation once it has been received by the Government. Joint Base Andrews requires a 100% ID check. If a visitor does not possess proper identification (government issued CAC, dependent ID, Retired ID) for access to Joint Base Andrews, the offeror must submit visitor information.

Offerors will be contacted based on the schedule in Table 1 for a time slot for oral presentations.

Restrictions on Electronic Devices. Personal cell phones and laptops are not permitted in the presentation room. There is a temporary locker available for personal cell phones outside of the presentation room. NO LAPTOPS allowed. The presentation shall be emailed to the Government in accordance with Table 1. No CD-ROMS are permitted. No cameras, camcorders, cellular devices, recording devices, etc. of any kind are allowed before, during, or after the oral presentation. Offerors shall NOT record the presentation or conversation with the Government in-person or virtually. Any Offeror found not in compliance will be deemed unacceptable, its proposal will not be further evaluated, and the Offeror will be ineligible for award.

During oral presentations, after the Offeror has completed its briefing, the Government team will conduct a caucus to internally discuss, if any, questions that the Government has for the Offeror. The PCO will approve the questions beforehand and designate one person to read the questions aloud. A designated recorder will document the questions and answers provided.

2.1.8 Step 2 Small Business Participation Plan Compliant/Noncompliant The Offeror shall submit a Small Business Participation Plan that addresses the commitment to use small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small-disadvantaged business concerns, women-owned small business concerns (as defined in the clause at FAR 52.219-8), and non-traditional small businesses as subcontractors on the BPA. Offerors shall include in the SBPP:

-How it will meet the small business goals of 35% -How it will utilize Small Business and Non-Traditional Small Businesses (NTSB) -The Government will evaluate the Offerors detailed plan to incorporate the use of NTSBs and its plan to assist the SBs and NTSBs to become Government contractors (SAM registration, RFP process, intricacies of Government contracting, applicable regulations, points of contact, etc.)

-How it will allocate tasks to SBs and NTSBs

2.1.9 Factor 2 – Price

The Offeror shall submit the GSA MAS Labor Categories & Rates proposed for use on this BPA for the entire BPA performance period. Labor rates shall identify applicable discounts from current GSA MAS contract labor rates.

2.2 Proposal submission. Proposal submissions shall be sent via email only to the contracting POC no later than the due date shown in Table 1. No hard copies are required. Late proposals will be processed in accordance with FAR Provision 52.212-1(f) Late Submissions, Modifications, Revisions and Withdrawals of Offers.

Table 1 below provides a proposal timeline.

Table 1 – Proposal Timeline

STEP 1a TOP SECRET Facility Clearance Compliant/Noncompliant

STEP 1b Technical Experience Matrix Minimum Score Required

STEP 2 Small Business Participation Plan Compliant/Noncompliant

Submit Small Business Participation Plan (SBPP)

TBD

STEP 2 Technical Approach Oral Presentation Acceptable/Unacceptable

*Release staggered

Oral Presentations

2 business days after submittal of Base Access list *Release staggered

*All Offerors will be given the same amount of time. Example: notify offeror eligible for Step 2, 2 Jan 2026 @ 1300 ET, Base Access List Due 5 Jan 2026 @ 1300 ET, Brief 8 Jan 2026 @ 1300.

Factor 2 Price Acceptable/Unacceptable

2.3 Communications.

Exchanges of source selection information between Government and Offerors will be controlled by the CO and CS. E-mail will be used to transmit such information to Offerors. The Offerors must submit all communications via email to the Contracting POCs.

2.4 Amendments to Solicitation.

If this RFP is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment via email to this request by the day and time specified in the amendment(s). All amendment(s) shall be acknowledged no later than 5 business days after release of amendment.

2.5 Period of Acceptance of Offers.

The Offeror agrees to hold its proposal firm for 180 calendar days from the date specified for receipt of offers.

· Federal Holidays: The following Federal Legal Holidays are observed:

· New Year’s Day

· Martin Luther King Day

· President’s Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

3.0 Preparation Instructions to Offerors: The purpose of these instructions is to prescribe the format of proposals and describe the approach for the development and presentation of proposal data. They are designed to ensure the essential information required for evaluation of proposals is submitted. Offerors are cautioned to follow the detailed instructions fully and carefully, as the Government intends to make award based on initial offers received without discussions but reserves the right to hold discussions.

3.1 Organization/Number of Copies/Page Limits

To assure timely and equitable evaluation of the proposal, the Offeror must follow the instructions contained herein. The proposal must be complete, self-sufficient, and respond directly to the requirements of this solicitation. Offerors shall prepare proposals as set forth in the Proposal Organization Table below. The titles and contents of the volumes shall be as defined in the Table, all of which shall be within the required page limits and with the number of copies as specified. The volumes identified in the Table shall be emailed.

· Solicitation Number

· Name, Address, Telephone numbers and e-mail address of the Offeror

· Cage Code and UEI

3.1.4 Cross Referencing: The proposal submissions shall be written on a stand-alone basis so that its contents may be evaluated without cross referencing to another document or area of proposal submission. Information required for proposal evaluation which is not found in its designated proposal submission will be assumed to have been omitted from the proposal.

3.1.5 Glossary of Abbreviations and Acronyms: Each proposal submission 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 submission.

3.1.6 Evaluation Notices (EN). ENs may be used for clarification or communication purposes as well as discussions. Responses to the ENs will be evaluated in accordance with the evaluation criteria stated herein. Failure to respond to ENs will eliminate the Offeror from further evaluation and consideration for award. If required, written ENs will be issued for oral presentations.

3.1.7 Debriefings. Debriefing information relating to other Offerors proposals will not be disclosed. All Offerors (successful and unsuccessful) may request a Post Award debriefing within three (3) calendar days after the date in which the Offeror received notification of contract award. Post award debriefings will be available to interested parties that advance past step 1. Offerors who receive a debriefing may submit additional questions related to the information provided during the briefing within two (2) business days after receiving the debriefing. After the two business days expire, the Contracting Officer is not required to respond to any additional questions. The debriefing is concluded when the Contracting Officer delivers written responses to the Offerors timely additional questions.