Instructiontoofferors2011.docx

ATTACHMENT 4 - INSTRUCTIONS TO OFFERORS (ITO)

ADDENDUM TO 52.215-1

INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS FOR PROPOSAL PREPARATION USING LOWEST PRICED TECHNICALLY ACCEPTABLE (LPTA) SOURCE SELECTION PROCEDURES.

1.0 Program Structure and Objective

The Government plans to award a single contract for Product Lifecycle Management (PLM) Data cleansing Requirement. PLM will primarily include researching, verifying and/or correcting missing, incomplete or incorrect part information derived from commodities and weapon systems IPB technical orders and other sources of technical data

1.1. Budget/Funding Information

Funding will be obligated for the Firm-Fixed-Price (FFP) Contract Line Item Numbers (CLIN) for the base period.

2.0 General Instructions

This source selection will utilize Lowest Priced Technically Acceptable source selection procedures. Contract award will be made to the offeror who is technically acceptable with lowest evaluated price. 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. The offeror’s proposal must include all data and information requested by the ITO and must be submitted in accordance with these instructions. Any Offeror who submits an incomplete package may be considered ineligible for award. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS) and appendices. Non-conformance with the instructions provided in the ITO may result in an unfavorable proposal evaluation.

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.

Elaborate brochures, documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

The proposal acceptance period is specified in Section A of the model contract/solicitation. The offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid until this date.

In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

2.1. General Information

2.1.1. Point of Contact

The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the CO at the address located in Section A of the model contract/solicitation.

2.1.2. Debriefings

The CO will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful offerors in accordance with FAR 15.503. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

2.1.3. Discrepancies

If an offeror believes that 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 as well as the remedies the offeror is asking the CO to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions. This reservation includes matters of additional or substitute pages of the initial proposal.

2.1.4. Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) web site at http://www.fbo.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.1.5. Amendments to Solicitation

If this RFP is amended, all terms and conditions that are not amended remain unchanged and in full force and effect. Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the offeror’s proposal. Any unacknowledged amendments in the offeror’s proposal are subject to solicitation provision FAR 52.212-1(f).

2.1.6. Submission, Modification, Revision, and Withdrawal of Proposals Proposals and modifications to proposals shall be submitted in sealed envelopes or packages in paper media and electronic media addressed to the CO at the address shown in Section A of the model contract/solicitation, and showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

2.2. Organization/Number of Copies/Page Limits

2.2.1. The offeror’s proposal must show solicitation number, name, address, and telephone and facsimile numbers of the offeror and electronic e-mail address if available.

2.2.2. A Team List of the offeror’s primary Point of Contacts shall be submitted in each volume using the format shown in Attachment 2 of the ITO.

2.2.3. The offeror’s technical proposal shall address the information listed in paragraph 4.0 below. The offeror shall submit 1 hard copy and 2 electronic copies of the proposal. The technical proposal shall not exceed 40 pages. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and (for paper copies) will be returned to the Offeror as soon as practicable. Page limitations may also be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors. Each page shall be counted except the following: blank pages, title pages, tables of contents, tabs, indexes, glossaries, and those noted in the Proposed Organization Chart as unlimited.

2.2.4. Page Size and Format

A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Page line spacing shall be 1.5 lines. Except for the reproduced sections of the solicitation document, the text size shall be no less than Arial 12 points. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1 inch margins on the top and bottom and 3/4 inch side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to Evaluation Notice (ENs). These limitations shall apply to both electronic and hard copy proposals.

Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; not for pages of text. The following limitation only applies to the Technical Volume. Text intended for evaluation within all figures, charts, tables, and graphs, to include imbedded images, shall be no less than Arial 8-pt. These limitations shall apply to both electronic and hard copy proposals. Any text within figures, charts, tables, and graphs which do not meet this requirement will not be considered in the evaluation. These limitations shall apply to both electronic and hard copy proposals.

2.2.5. Electronic Offers

The content and page size of electronic copies must be identical to the hard copies. When discrepancies exist between the written hard copies and those provided in electronic format, the written hard copies will take precedence in all cases. The electronic copy shall be submitted on a Compact Disc Read Only Memory (CD-ROM). The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2007, MS Excel 2007, MS-Project 2007, and MS-Power Point 2007, or Microsoft Office XP as applicable.

2.2.6. Cost or Pricing Information

All cost or pricing information shall be addressed ONLY in the Cost/Price Proposal and Contract Documentation volumes.

2.2.7. Distribution

The "original" proposal shall be clearly identified. Proposals shall be addressed to the Contracting Officer and mailed to:

DEPARTMENT OF THE AIR FORCE

OC-ALC/PKEA: ATTN: Chris Jones

3.0 Volume I Executive Summary

(See Section L Guide paragraph 3.8 for further information on this volume:)

In the executive summary volume, the offeror shall provide the following information:

3.1 Narrative Summary

Provide a concise narrative summary of the entire proposal, excluding cost/price. The salient features should tie in with the evaluation factors/subfactors in Addendum to Clause 52.215-1 Evaluation – Commercial Items. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

3.2 Table of Contents

Include a master table of contents of the entire proposal. (This allows evaluators to readily locate proposal material that may be germane to their particular evaluation portion but is not included in the proposal volume with which they are primarily involved.)

4.0 Factor 1 – Volume II Technical Proposal

4.1. General

The Technical proposal should be specific and complete. Legibility, clarity and coherence are very important. Your responses will be evaluated against the Technical subfactors defined in Addendum to FAR 52.215-1, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible, the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. It is neither necessary nor desirable for you to tell us so in your technical proposal. The technical proposal should only address the requirements of the subfactors listed below. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.2. Format and Specific Content

4.2.1. Technical

In the Technical Volume, address your proposed approach to meeting the minimum performance or capability requirements of each technical subfactor.

4.2.2. Subfactor One: Technical Approach

The offeror shall provide a technical approach for the OC-ALC PLM Data Cleansing. The technical approach must identify the methodology and analytical techniques the offeror shall use to fulfill the technical requirements. The offeror should clearly discuss and demonstrate their capabilities, expertise, and experience in the following areas:

a. Understanding of the Performance Work Statement requirements and OC-ALC PLM Data Cleansing.

b. Implementation strategy to provide OC-ALC PLM Data cleansing support requirements as identified in requirements document.

c. Identify and describe the specific techniques and steps (to include deliverables) that will be used during contract performance to successfully accomplish all project tasks. This should include the number of records to be cleansed per person per day.

d. Corporate knowledge/experience to conduct detailed data gathering and analysis and Corporate knowledge/experience with reading and interpreting technical drawings/models, milspec and technical data.

4.2.3. Subfactor Two: Management Approach

The Offeror shall provide an approach for management for the OC-ALC Data Cleansing program. As a Minimum the offeror shall describe the methodology and tools to be used in managing the contract performance to ensure that the objectives of this requirement are successfully completed.

a. Approach for offeror in meeting OC-ALC PLM Data cleansing program management, process management and control, organizational structure, and project status reporting.

b. Approach for offeror in meeting OC-ALC Data cleansing quality assurance to include how quality will be infused into work activities, how contract performance will be monitored and maintained (including any performance metrics), and how problems will be avoided, mitigated or resolved.

4.2.4. Subfactor Three: Key Personnel Program Manger

The Offeror shall provide an approach for key personnel identified as Program Manager for the OC-ALC Data Cleansing program. As a Minimum the offeror shall describe the methodology and approach to be used by the Program Manager in contract performance to ensure that the objectives of this requirement are successfully completed.

a. Provides high level technical expertise and knowledge in the data cleansing and strategy in implementation assistance required and other support provided by staff members working on the OC-ALC PLM Data cleansing project .

b. Generates documents and reports, mentors and reviews work performed by less experienced staff

c. Possess excellent written and verbal communication skills, including experience in presenting material to Government officials

d. Proven skills in manpower utilization, procurement, training, problem resolution, and employee relations

e. Proven skills in execution and implementation of contract provisions; knowledge in OC-ALC PLM Data cleansing support activity planning; preparation and evaluation of short and long-range plans; interpret and convey policies, procedures, and instructions; plan for and implement contingencies

4.2.5. Subfactor Four: Staffing and Key Personnel

The Offeror shall provide an approach for staffing and key personnel for the OC-ALC Data Cleansing program. As a Minimum the offeror shall provide a Project Staffing Plan that as a minimum includes the specific labor categories and specific skill sets of proposed personnel and their estimated hours for the tasks described in the statement of work.

a. Skills in Analyzing, designing, developing, adapting, enhancing, revising and validating OC-ALC PLM Data cleansing utilizing defined processes in requirements document.

b. Generates reports/documents related to performance support documents such as Technical Reports in accordance with customer guidelines listed in the contract data requirements list and performance work statement.

c. Working knowledge of Air Force OC-ALC PLM Data cleansing concepts.

d. Mentors, leads and advises others on OC-ALC PLM Data cleansing tasks.

e. Possess excellent written and verbal communication skills

4.2.6. Subfactor Five: Key Personnel Engineer

The Offeror shall provide an approach for key personnel identified as Engineer for the OC-ALC Data Cleansing program. As a Minimum the offeror shall describe the methodology and approach to be used by the Engineer in contract performance to ensure that the objectives of this requirement are successfully completed

a. Performs as system integrator to ensure all technical details are being coordinated properly

b. Skills in OC-ALC PLM Data cleansing requirements to include creating technical explanations/documentation, analysis charts, real-life examples using existing applications, developing database to be used for interactive matrix updates and provide technical/engineering support of products delivered.

c. Performs independent assessment and analysis of technical issues

d. Provides technical analysis, generates documents as results of studies and has 2 years technical (engineering) experience, to include technical report writing skills.

e. Ability to identify and analyze emerging technical issues

f. Strong written and verbal communication skills

4.2.7. Subfactor Six: Project Experience

The offeror shall submit current or recently completed project experiences (within the past five years) that demonstrate successful performance in providing services that were/are similar in scope, size and methodology proposed for this PWS. The offeror shall include the project objectives and a description of project responsibilities relative to this solicitation (include any PLM experience Project); Title/Agency Managing Project; describe any other relevant functions performed, innovative techniques introduced, or commendations received; point of contact, phone number and email address.

a. Experiences in providing, OC-ALC PLM Data cleansing technical and administrative support that directly reflect experience with similar programs and systems.

b. Experience with DOD, Air Force, specifically in administrative, professional, and technical support required to facilitate the overall objectives of the OC-ALC/ENSN and its members/detachments/units

c. Experience in performance improvement requirements; identify problems in performance baselines development and maintenance of OC-ALC PLM Data cleansing and technical documents to support oversight and management of program, policy, resource responsibilities, facilitating/documenting strategy, planning, policy meetings, financial planning expertise in support of the project, and program element management.

d. Demonstrated innovations that led to increased efficiencies and reduced risks from the Offeror’s technical solutions or management approach

5. Factor 2 – Volume III Cost/Price In the price volume, the Offeror shall provide the following information in addition to the pricing in Supplies or Services and Prices/Cost Section (Part B) of the solicitation. These instructions are to assist you in submitting information required to evaluate the reasonableness of your proposed cost/price. Compliance with these instructions is mandatory and failure to comply may result in rejection of your proposal.

5.1 General Instructions

Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your cost/price position. All information relating to the proposed price including all required supporting documentation must be included in the section of the proposal designated as the Cost/Price Volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal.

5.1.1 Cost/Price Reasonableness

Unreasonably low or high proposed prices, initially or subsequently, may be grounds for eliminating a proposal from competition on the basis that the Offeror does not understand the requirement. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed costs/prices rests with the offeror.

5.1.2 Cost or Pricing Information Requirements

FAR 12.209 gives the requirement to establish price reasonableness in accordance with 13.106-3 (Simplified Acquisition Procedures), 14.408-2 (Sealed Bidding), or 15.4 (Contract Pricing by Negotiation), as applicable. FAR part 15 applies. In accordance with FAR 15.403-3-1(b), prices based on adequate price competition do not require submission of cost or pricing data. In accordance with FAR 15.403-3(a), however, information other than cost or pricing data may be required to support price reasonableness. FAR 15.403-3(a)(1) provides for obtaining information other than cost or pricing data if needed to determine price reasonableness. Therefore, the FAR does not preclude the requirement for obtaining other than cost or pricing data under certain circumstances and the Government reserves the right to obtain data as appropriate. Should the CO determine proposed prices to appear unreasonable or the possibility that an Offeror does not fully understand the requirement, the Offerors may be required to support price reasonableness via other than cost or pricing data. 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.

5.1.3 Rounding

All dollar amounts except shall be rounded to the nearest dollar.

6.0 Volume IV Contract Documentation

6.1 Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the Model Contract, and Sections A through K.

6.1.1 Solicitation/Contract Form (Section A)

Completion of blocks 12, 17 and signature and date for blocks 30a, 30b and 30c of the SF1449. Signature by the offeror on the SF1449 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

6.1.2 Supplies or Services and Costs/Prices (Section B)

Completed pricing information in Section B of the model contract.

6.1.3 Contract Clauses (Section I)

The offeror shall provide required information to complete clauses as required.

6.1.4 Representations, Certifications, and other Statements of Offerors (Section K) The offeror has completed the annual representations and certification electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, the offeror verifies by submission of this offer that the representation and certifications currently posted electronically at FAR 52.204-8, Annual Representations and Certifications are correct.

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. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each 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. This information shall be provided in the format and content of Table 6.2.

Table 6.2 - Solicitation Exceptions Solicitation Document Page/ Paragraph Requirement/ Portion Rationale

Page and Paragraph Numbers

why the requirement can/will not be met

6.3 Other Information Required

6.3.1. Ombudsman

An Ombudsman has been appointed to hear concerns from offerors or potential offerors during the proposal development phase of this acquisition. The Ombudsman for this acquisition is OC-ALC/PKC. This does not diminish the authority of the program director or CO, but communicates offeror concerns, issues, disagreements and recommendations to the appropriate Government personnel. When requested, the Ombudsman shall maintain strict confidentiality as to the source of the concern. The Ombudsman does not participate in the evaluation of proposals or in the source selection process; interested parties are invited to call OC-ALC/PKC at 405-736-3273.

6.3.2 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

6.3.3 Government Offices

Provide the mailing address, telephone and fax numbers and facility codes for the cognizant Contract Administration Office, DCAA, and Government Paying Office. Also, provide the name and telephone and fax number for the Administrative Contracting Officer (ACO).

6.3.4 Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code; TIN; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

6.3.5 Attachments to the Model Contract

The offeror shall provide the following as attachments to the model contract:

ATTACHMENT 2 – INSTRUCTIONS TO OFFERORS

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LIST OF DOCUMENTS, EXHIBITS OR ATTACHMENTS

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