Section_L_CE_Ops.pdf

ATTACHMENT 4 - INSTRUCTIONS TO OFFERORS (ITO)

SECTION L- INSTRUCTIONS, CONDITIONS,

AND NOTICES TO OFFERORS

July 8, 2015

1.0 PROGRAM STRUCTURE AND OBJECTIVE

The Government plans to award a single contract for Civil Engineer (CE) Services-Operations Management to the responsible offeror whose proposal represents the best value after evaluation, in accordance with the factors and subfactors in this solicitation. This requirement is vital to the support of Tinker’s warfighting missions and touches every person and organization on the installation. Major functional areas include:

a) Operations Management;

b) Operations Execution;

c) Maintenance Engineering Support;

d) Resource Management; and

e) General Services including Daily Management and Administration.

Ultimately, the CE government and contractor team is responsible for proper stewardship and management of Tinker’s valuable resources and compliance with applicable laws, directives, and regulatory requirements. This includes management of 18.5 million square feet in over 459 facilities and over 5,000 acres of land.

2.0 GENERAL INSTRUCTIONS/INFORMATION

2.1 General Information

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 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. Nonconformance with the instructions provided in the ITO may result in an unfavorable proposal evaluation or rejection of the proposal in its entirety.

The proposal shall be clear, concise, and with sufficient detail for effective evaluation and substantiation of stated claims. The proposal should not simply rephrase or restate the Government's requirements, but 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.

2.2 Acceptance Period

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.

2.3 Retainability/Disposal

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

2.4 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. Offerors may send written requests for clarification to the CO, Kimberly DeLong at kimberly.delong.2@us.af.mil.

2.5 Debriefings

The CO will promptly notify offerors of any decision to exclude them from the competitive range. IAW FAR 15.505, offerors excluded from the competitive range may request a preaward debriefing, or choose to delay the briefing until after award. However, offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful offerors IAW FAR 15.503. Upon such notification, unsuccessful offerors may request and receive a debriefing, following procedures IAW FAR 15.505 or 15.506.

2.6 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. The notification shall include supporting rationale and remedies the offeror requests the CO to consider as related to the omission or error. 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.

2.7 Electronic Reference Documents

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

2.8 Oral Presentation

The Government will not utilize oral presentations.

mailto:kimberly.delong.2@us.af.mil http://www.fbo.gov/

2.9 Amendments to the Solicitation

If this request for proposal (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 52.215-1(c)(3)(ii).

2.10 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. The envelope or package must specify the time and date for receipt, solicitation number, and name/address of the offeror.

2.11 Organization/Number of Copies/Page Limits

2.11.1 Title Page

The title page of each volume must include the solicitation number, name, address, telephone, and facsimile numbers of the offeror and e-mail address, if available.

2.11.2 Team List

A team list of the offeror’s primary point of contacts (POC) shall be submitted in each volume using the format shown in Attachment 2 of the ITO.

2.11.3 Proposal Organization

The offeror shall prepare the proposal as set forth in the proposal organization table below. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and number of copies. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Table 2.11.3. Proposal Organization Chart

Volume

ITO

Paragraph Number

Volume Title

Hard Copies/ Disk Copies

Page Limit

1 3.0 Factor 1- Technical 4/1 50

2.11.1 Title Page (not included in volume page limit) 1

2.11.2 Team List (Atch 2.0) Unlimited

2.11.7 Table of Contents Unlimited

2.11.8 Glossary of Abbreviations and Acronyms Unlimited

2 4.0 Factor 2- Past Performance 4/1 Unlimited

2.11.1 Title Page 1

2.11.2 Team List (Atch 2.0) Unlimited

2.11.7 Table of Contents Unlimited

2.11.8 Glossary of Abbreviations and Acronyms Unlimited

4.3.1 Present/Past Performance Information (PPI) (Atch

1.1) 3 PPI per company

4.1 Consent Letter (Atch 1.4) Unlimited

4.1 Client Authorization Letters (Atch 1.5) Unlimited

4.2 Present/Past Performance Questionnaires (Atch

1.2) Tab Only

4.3.2 Specific Content 5 pages per

contract

4.3.3 Organizational Structure Change History 4

3 5.0 Factor 3- Price 2/1 Unlimited

2.11.1 Title Page 1

2.11.2 Team List (Atch 2.0) Unlimited

2.11.7 Table of Contents Unlimited

2.11.8 Glossary of Abbreviations and Acronyms Unlimited

5.0-5.10 Narrative (all sections as required) Unlimited

5.11 Pricing Matrix & Price Model Unlimited

4 6.0 Contract Documentation 2/1 Unlimited

2.11.1 Title Page (SF33) 1

2.11.2 Team List (Atch 2.0) Unlimited

2.11.7 Table of Contents Unlimited

2.11.8 Glossary of Abbreviations and Acronyms Unlimited

6.1 Model Contract (Sections A-J) N/A

6.1.4 Representations and Certifications (Section K) N/A

6.2 Exceptions to Solicitation Requirements N/A

6.3.1 Authorized Offeror Personnel Unlimited

6.3.2 Company/Division Address, Identifying Codes, and Applicable Designations Unlimited

6.3.4 Cross Reference Matrix N/A

*NOTE: If discrepancies occur between the original and copies, the original takes precedence.

2.11.4 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. 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 blank pages, title pages, tables of contents, tabs, indexes, glossaries, and those noted in the proposal organization chart as unlimited.

2.11.5 Pricing Information

All pricing information shall be addressed ONLY in the price and contract documentation volumes. Cost trade-off information, work hour estimates, and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or design and trade-off decisions.

2.11.6 Cross Referencing

Offerors shall write each volume on a stand-alone basis so that the Government may evaluate its contents without 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. Cross-referencing within a proposal volume is permitted when its use would conserve space without impairing clarity.

2.11.7 Table of Contents

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections. Include an indexed list of tables, figures and drawings, as applicable.

2.11.8 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used with an explanation for each.

2.11.9 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”, not including foldouts. Page line spacing shall be 1.5 lines. Except for the reproduced sections of the solicitation document, the font shall be Times New Roman in text size no less than 12-point.

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” margins on the top and bottom and ¾” side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to ENs. These limitations shall apply to both electronic and hard copy proposals.

2.11.10 Tables, Charts, Figures

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” 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. For the technical volume, text intended for evaluation within all figures, charts, tables, and graphs, to include imbedded images, shall be no less than Times New Roman 8-point font. These limitations shall apply to both electronic and hard copy proposals. Any text within figures, charts, tables, and graphs that do not meet this requirement will not be considered in the evaluation.

2.11.11 Binding and Labeling

Each volume of the proposal should be separately bound in a three-ring, loose-leaf binder permitting the volume to lie flat when open. Staples shall not be used. A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offeror’s name. The same identifying data should be placed on the spine of each binder. All unclassified document binders shall have a color other than red or other applicable security designation colors. Be sure to apply all appropriate markings including those prescribed in accordance with 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.

2.11.12 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. For electronic copies, indicate on each compact disc read only memory (CD-ROM) the volume number and title. Use separate files to permit rapid location of all portions, including subfactors, required plans, exhibits, appendices, and attachments, if any. The offeror shall submit volumes I through V in electronic format.

Each volume shall be submitted on a separate CD. Electronic files submitted in any compressed format will not be considered in the evaluation. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2007/2010, MS Excel 2007/2010, MS-Project 2007/2010, and MS-Power Point 2007/2010, or Microsoft Office XP as applicable.

2.12 Distribution

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

DEPARTMENT OF THE AIR FORCE

AFSC/PZIOA

ATTN: Kimberly DeLong 7858 5th Street Tinker AFB, OK 73145-3020 Telephone: 405-739-3744 Kimberly.delong2@tinker.af.mil mailto:Kimberly.delong2@tinker.af.mil

3.0 FACTOR 1 - TECHNICAL

3.1 General

The technical volume should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the technical subfactors defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing or satisfying these subfactors as to accomplish the highest Common Output Level Standards (COLS) level.

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 proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

3.2 Format and Specific Content

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

3.2.1 Volume Organization

The technical volume shall be organized according to the following general outline:

Team List Atch 2.0 Table of Contents Glossary Subfactor 1 – Transition Subfactor 2 – Program Management Subfactor 3 – Resource/Personnel Management Subfactor 4 – Mission Essential Services

3.2.2 Subfactor 1: Transition

Offeror shall provide an approach to transitioning-in IAW PWS section 1.6.1. The approach shall address how the offeror intends to phase-in personnel and prepare for full contract performance. At a minimum, the proposed approach shall provide the following:

• Hiring and obtaining personnel (IAW FAR 52.222-17) during transition;

• Transition strategy/incumbent coordination to minimize mission impact;

• Transition/acceptance of on-going workload, completion, and accountability of unfinished work orders and prioritizing and execution of incomplete service calls;

• Transition milestones/tasks, identifying critical path (e.g. human resource actions, training, transfer of Government property, and start work dates);

• Process for training incoming personnel; and

• Risk identification and mitigation, if necessary.

3.2.3 Subfactor 2: Program Management

Offeror shall provide an approach to program management. The approach shall represent how the offeror intends to manage all aspects of the CE operations program. At a minimum, the proposed approach shall define the process and procedures of the following essential components:

a. Program management: Offeror will propose a process for:

• Tracking, monitoring, managing, and controlling schedule and performance (preventive maintenance (PM), work request management and performance of corrective maintenance (CM)). Maintenance operations: process for simultaneous execution of preventive maintenance (PM), schedule sustainment work (SSW), and management of enhancement work (EW), while providing event support and responding to short notice tasks or emergency corrective maintenance (CM) IAW PWS 1.1.1, 1.1.2, 1.1.3, 1.2.10 and 1.2.11.

• Demonstrating how the Government will be kept informed; and process and procedures for updating respective shared information, ensuring quality control (QC) discussions and remedies with Government, and explaining the hierarchy for communication.

• Managing all emergency response functions and requirements IAW PWS

1.2.10 and 1.2.11.

b. Safety: Process for safety procedures IAW PWS 1.1.7. Offerors are not required to submit a full health and safety plan IAW PWS 1.1.7.3, but are required to submit an outlined approach. The approach shall address general safety processes that can be utilized in developing a formal health and safety plan upon award.

c. Quality Control (QC): Process for QC procedures, work acceptance and rejection IAW PWS 1.1.6.1 and 1.1.6.2. Offerors are not required to submit a full QC plan IAW PWS 1.1.6, but are required to submit an outlined approach. The approach shall address general QC processes that can be utilized in developing a formal QC plan upon award.

3.2.4 Subfactor 3: Resource/Personnel Management

Offerors shall provide a resource/personnel management approach. At a minimum, the proposed approach shall provide the following essential components:

a. Manning : Process for recruiting, hiring, training, and retaining a qualified/certified and capable workforce that can accomplish the entire scope of the effort, and handle surges/variables in workload requirement IAW PWS 1.2.1, 1.2.2, 1.2.3 and Appendix 4.9 Minimum Team Complement.

b. Organizational Structure: Organizational approach and management structure, including an organizational chart. This element shall include the following:

i. Organizational chart: the number of people for every skill set and the number of key members of the offeror's proposed management team.

ii. Managing subcontractor performance, if applicable. The offeror shall address a process to select, manage, and facilitate coordinating activities among team members (i.e. subcontractors), including, mentor/protégé, and joint venture partners, as applicable.

c. Inventory Management: An approach to address inventory controls and accountability of material (contract acquired parts), furnishings and Government furnished property (GFP). The approach must demonstrate how the offeror plans to account for, track and update inventory IAW PWS 1.4.2, 1.7.6, and 3.1.6.

3.2.5 Subfactor 4: Mission Essential Services—

The offeror shall provide a mission essential services approach in accordance with DFARS Clause 252.237.7024. As a minimum, the proposal must provide all of the following essential components IAW PWS 1.2.11.1, Continuation of Essential DoD Contractor Services During Crisis. An approach to ensure that TAFB component missions or responsibilities identified in the aforementioned PWS section are operational, functional, and capable to support TAFB necessities during crisis situations.

4.0 FACTOR 2 – PAST PERFORMANCE

4.1 General

Each offeror shall submit a past performance volume with its proposal, containing past performance information (Attachment 1.1), consent letter (Attachment 1.4) executed by each subcontractor, teaming partner, and/or joint venture partner, and client authorization letters (Attachment 1.5). This information is required for the offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform key or critical portions of the effort.

The Government will use data provided by each offeror in this volume and obtained from other sources in the evaluation of past performance.

4.2 Early Proposal Information

Each offeror is requested to submit Volume 2-Past Performance 15 calendar days prior to the solicitation closing date. Failure to submit early proposal information will not result in offeror disqualification.

As soon as practicable, offerors shall complete section 1 of the attached past performance questionnaire (Attachment 1.2) and e-mail it and the performance questionnaire letter (Attachment 1.3) to all points of contact (POCs) the offeror has listed in the past performance information (Attachment 1.1). The POCs will complete the questionnaires and forward them by email, directly to the Past Performance Evaluation Team (PPET) at andre.casiano@us.af.mil and kimberly.delong.2@us.af.mil. Respondents to the questionnaires shall not send the completed questionnaires back to the offeror. Offerors shall not follow-up with respondents to ensure they have completed the questionnaires. The PPET will conduct such follow-up with any POC, as necessary.

mailto:andre.casiano@us.af.mil mailto:kimberly.delong.2@us.af.mil

4.3 Relevant Contracts

4.3.1 General

Offerors should submit past performance information (PPI) (Attachment 1.1) on a maximum of 3 recent contracts you consider most relevant in demonstrating your ability to perform the proposed effort.

Also, submit PPI on a maximum of 3 recent contracts performed by each of your teaming partners and significant subcontractors. Please only submit information on subcontractors and teaming partners performing key or critical portions of the proposed effort. There is no limit on the number of PPI forms allowed per team; however, offerors are requested to limit responses to those efforts necessary for evaluation and relevant to the proposed effort. Offerors shall include rationale supporting the assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining recency and relevancy, see Section M. Offerors shall complete a table similar to the one below, identifying what each team member is proposed to perform and the percentage of that work, if applicable.

Prime/Subcontractor Name

Subfactor 1- Transition

Subfactor 2- Program Management

Subfactor 3- Resource/Personnel Management

4.3.2 Specific Content

Offerors shall provide a narrative explaining what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they 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 shall 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. Categorize the relevance information into the specific technical subfactors and price assessment used to evaluate the proposal.

4.3.3 Organizational Structure Change History

Many companies have acquired, been acquired by, or otherwise merged with other companies and/or reorganized their 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 the 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, offerors shall include a "roadmap" describing all such changes in the organization of the offeror’s 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 you identify 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, yet general enough to apply to efforts on which the Government receives information from other sources.

5.0 FACTOR 3 – PRICE

5.1 General

These instructions are to assist you in submitting information required to evaluate the completeness, reasonableness, realism and balance of your proposed prices. Compliance with these instructions is mandatory and failure to comply may result in your proposal being ineligible for award. Information beyond that required by this instruction shall not be submitted, unless you consider it essential to support your 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 price volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal with the exception of Section B of the model contract. Pricing information in Section B is the only pricing information that shall be included in the contract documentation volume (Volume 4).

5.2 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 unrealistic, the offeror 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.

5.3 Rounding

All proposed dollar amounts shall be rounded to the nearest dollar. If any pricing proposal deviates from this format, the Government will apply the specified format to determine the extended pricing and total evaluated price (TEP).

5.4 Estimating Methodology Utilized in Pricing Proposal

5.4.1 Estimating System

Provide a summary description of your standard estimating system or methods. Also, identify any deviations from your standard estimating procedures in preparing this proposal volume.

Indicate whether you have Government (DCMA) approval of your system and if so, provide evidence of such approval.

5.4.2 Purchasing System

Provide a summary description of your purchasing system or methods (specifically in reference to the cost reimbursable CLIN (contractor acquired parts). Also, identify any deviations from your standard procedures in preparing this proposal. Indicate whether you have Government (DCMA) approval of your system and if so, provide evidence of such approval.

5.4.3 Accounting System

Provide a summary of your accounting system or methods, specifically in reference to the cost reimbursable CLIN (contractor acquired parts). Proof of an adequate accounting system is required to be eligible for award. Please advise if you have an approved accounting system listed in the Contractor Business Information System (CBIS), or provide a copy of a recent approved SF 1408, Pre-award Survey of Prospective Contractor--Accounting System, or a completed Pre-award Survey of Prospective Contractor Accounting System, Checklist with your proposal. Also, identify any deviations from your standard procedures in preparing this proposal.

5.4.4 Explanation of Specific Estimating Techniques and Methods Explain the methodology used to estimate prices in the development of your proposed pricing. A variety of estimating techniques and methods are acceptable as a basis of estimate in proposed pricing. When responding to the price volume requirements in the solicitation, the offeror and associated subcontractors may use any generally accepted estimating techniques consistent with the offeror’s disclosure statement as appropriate and if required based on current contracts per Defense Contract Audit Agency (DCAA) policy and guidance. Acceptable contemporary estimating methods can include cost-to-cost and cost-to-non-cost estimating relationships http://www.dcaa.mil/Preaward_Survey_of_Prospective_Contractor_Accounting_System_Checklist.pdf

(CERs), commercially available parametric price models, in-house developed parametric price models, commercial catalogs, etc.

5.5 Past Experience Basis of Estimate

Where price estimates are based on past experience, identify the past experience, explain how the past experience relates to the current effort including similarities and differences and how price data available from the past experiences was adapted to the current effort pricing.

5.6 Cost Assumptions Used in Development of Proposed Pricing

Information to support reasonableness of proposed pricing is required including supporting data and estimating methodology. All cost assumptions (including indirect rates for the offeror’s appropriate accounting period, volume or location discounts), scope limitations and/or qualifications of the pricing proposal shall be addressed and explained.

5.7 Subcontractor and Vendor Pricing

Include a detailed explanation of your determination of price fair and reasonableness for subcontractor/vendor pricing. Offerors are required to provide an explanation of how indirect and general and administrative (G&A) costs and profit are applied to subcontractor proposal pricing. Additionally, offerors are required to discuss whether all subcontractor costs, including indirect rates, G&A and profit are included as a total subcontract amount (i.e., prime treats all subcontractor/ vendor costs as their direct cost to which the prime applies their own indirect costs, G&A, cost of money (COM) and profit).

5.8 Government Field Support Agencies

Identify the cognizant Defense Contract Audit Agency (DCAA) and Defense Contract Management Agency (DCMA) office responsible for administration of the Offeror’s government contracts. Include names, physical addresses, telephone numbers, and e-mail addresses. Include DCAA/DCMA agency offices for any and all first tier subcontractors.

5.9 Government Furnished Property/Equipment (GFP/GFE)

Provide assumptions regarding usage of all GFP, including GFM and GFE as reflected in your pricing proposal. Appendix B of the RFP contains items to be provided as GFP/GFE.

5.10 Contractor Furnished Property/Equipment (CFP/CFE)

If property or equipment is necessary to meet the requirement but is not provided for in Appendix B, it is the Contractor’s responsibility to obtain that property or equipment. Verify your understanding and intention to provide property, material, equipment and tooling by distinguishing between those items provided by the contractor versus the Government. Also separately list all your assumptions regarding facilities, equipment, parts and manpower provided by contractors (prime contractor, subcontractors and/or vendors).

5.11 Pricing Matrix & Price Model

All unit prices for each CLIN or COLS level that requires proposed pricing must be provided in Section B of the model contract (Volume 4-Contract Documentation) and the Pricing Matrix (submitted with Volume 3-Price, Section J attachment). As contractor required parts (CAP) is cost reimbursable, offerors shall not provide pricing for CLINs X046 and X047. IAW special clause H-1, Performance Incentive/Quality Performance Indicators (QPI), the Pricing Matrix will automatically populate the adjusted unit prices, adjusted extended prices and QPI amounts (CLINs X052). As this effort is mostly firm-fixed-price, all risk associated with fluctuations in subcontractor pricing at all tiers, market changes, etc. is to be considered and priced into the proposed prices. Offerors shall be held to their proposed pricing.

Additionally, submit an electronically encoded price/cost model in support of the proposed unit prices for the TEP. Any price model submitted must be consistent with your approved estimating system and must duplicate the logic and mathematical formulas reflected in the paper copy of your proposal in the price proposal volume. Any deviation must be fully explained. All unit prices for each CLIN, SubCLIN or COLS level that requires proposed pricing must be provided. Price models submitted must comply with the following format requirements:

(a) Data file should be submitted on a CD/DVD.

(b) Data file should be .XLS file format (MS-Excel 2007 or earlier) compatible format.

6.0 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 - 18 of the SF33. Signature by the offeror on the SF33 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. The proposal acceptance period is 240 calendar days after date set for receipt of proposals. The offeror shall make a clear statement in the signed off (SF 33 Block 12) that the proposal is valid until this period has passed.

6.1.2 Supplies or Services and Prices (Section B)

Completed pricing information in Section B of the model contract. TEP is the total of all CLINs/subCLINs/COLS levels, including option CLINs/subCLINs and is calculated using the Pricing Matrix (Attachment in Section J).

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 system for award management (SAM) at www.sam.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representation and certifications currently posted electronically are correct. Any missing information, or incorrect data entered as requested above (physically or electronic) may render a proposal non-responsive and ineligible for award. This becomes crucial if the Government determines to award without discussions.

To ensure that the offeror did not overlook 52.204-8(d), we request that the offeror insert ‘none’, if applicable.

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

SOO, SOW, SPEC,

Model Contract, ITO, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

6.3 Other Information Required

6.3.1 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.

http://www.sam.gov/

6.3.2 Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code, CAGE code, and DUNS code. 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.

6.3.3 Base Support Requirements

The Government plans to provide the support listed in Section 3 of the PWS, Government- Furnished Property and Services.

6.3.4 Cross Reference Matrix

Offeror shall fill-in and submit the following table, identifiying the page number/s in their technical proposal that discusses the item listed in the row.

PWS CONTENTS RFP

INSTRUCTIONS

TO OFFERORS

SUBFACTOR

RFP

EVALUATION

CRITERIA

SUBFACTOR

TECHNICAL

PROPOSAL

1.1.1 Implementation of Work Sub 2 Sub 2

1.1.2 Work Requirement Management Sub 2 Sub 2

1.1.3 Preventive Maintenance Program Management Sub 2 Sub 2

1.1.6 Contractor Quality Control Program Management Sub 2 Sub 2

1.1.6.1 Contractors’ QCP Requirements Sub 2 Sub 2

1.1.6.2 Develop Standard Operation Procedures Sub 2 Sub 2

1.1.7 Safety Program Management Sub 2 Sub 2

1.1.7.3 Compliance with OSHA Sub 2 Sub 2

1.2.1 Facility Maintenance and Repair Sub 3 Sub 3

1.2.2 Infrastructure Maintenance and Repair Sub 3 Sub 3

1.2.3 Central Plants Operation, Maintenance and Repair Sub 3 Sub 3

1.2.10 Civil Engineer and Force Protection Response Sub 2 Sub 2

1.2.11 Mandatory Provision – Performance of Services

during Crisis or Declared By the National Command Authority or Overseas Combat Commander

Sub 2 Sub 2

1.2.11.1 Continuation of Essential DoD Contractor Services

During Crisis

Sub 4 Sub 4

1.4.2 Contractor Acquired Parts Sub 3

1.6.1 Transition – In Sub 1 Sub 1

1.7.6 Physical Security Sub 3 Sub 3

1.7.10 Consequences of Contractor’s Failure to Perform

Required Services

Sub 2 Sub 2

3.1.6 Inventory List Sub 3 Sub 3

6.3.5 Facility Clearance

The offeror must possess, or acquire prior to award of a contract, a facility clearance equal to the highest classification stated on the Contract Security Classification Specification (DD Form 254) attached to this solicitation.

7.0 SECTION L- ITO ATTACHMENTS

PAST PERFORMANCE PACKAGE ATTACHMENT

ITO Attachment – 1.1 Past Performance Information (PPI) for Offerors ITO Attachment – 1.2 Past and Present Performance Questionnaire ITO Attachment – 1.3 Sample Questionnaire Cover Letter ITO Attachment – 1.4 Sample Consent Letter ITO Attachment – 1.5 Sample Client Authorization Letter ITO Attachment – 2.0 Proposed Team List

ITO ATTACHMENT 1.1

Instructions to Offerors Past Performance Information (PPI) for Offerors

Offerors must use the PPI Tool (Use latest version from FBO.gov) in order to electronically submit the PPI portion of the Past Performance Volume in accordance with the RFP.

Downloading the PPI Tool The PPI Tool can be downloaded by performing the following steps (if you are unable to download the Tool, contact the contracting officer for assistance):

1. Access the FedBizOpps (https://www.fbo.gov/) website.

2. Find the solicitation posting.

3. Locate the “ppi tool” link from the “All Files” column on the solicitation’s “Notice Details” tab .

4. Select the link and save the “ppi tool” to your computer. Name the file as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA861710R6158.accdb).

Note: PPI Tools saved in Microsoft Office versions 2007 and greater will be saved with “.accdb” file extension.

Entering information in the PPI Tool After selecting and saving the tool, enter information by performing the following steps:

1. Open the saved PPI Tool.

2. Select the “Options” button from the “Security Warning” banner, if applicable .

3. The “Security Alert” pop-up screen displays.

Figure 1: Security Alert Pop-up https://www.fbo.gov/

Note:

• Files saved using Microsoft Office 2010 will have the “Enable Content” button on the “Security Warning” banner and therefore will not get a Security Alert pop-up.

• If a "read only" file is opened, in order to populate data in the file, click "Save As" in the "Read-Only" message bar. Enter the filename as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA861710R6158.accdb).

4. Select the radio button “Enable this content” and then click “OK.” A setup pop-up screen displays.

Figure 2: Setup Pop-Up

5. Select the “Start” button. The “Application Setup” screen displays.

Figure 3: Application Setup Screen

Note: Once the Offeror’s Name and RFP Number have been entered they can be edited by selecting the “Edit Offeror And RFP Number” button from the “Contractor’s Menu”

6. Enter the Offeror’s Name and RFP Number and then click the “Next” button. The application setup continues.

Figure 4: Continue the Application Setup

7. Choose the appropriate option by selecting the corresponding radio button and then click the

“Next” button. The “Contractor’s Menu” displays.

Figure 5: Contractor’s Menu

8. Click the “Step 1: Set up Business Relationships” button to create a business relationship, if applicable, for each business entity before proceeding throughout the PPI Tool (refer to Section L of the RFP for detailed instructions). Identify all prime and sub-prime organizations and categorize them according to the appropriate role in the proposed acquisition. The “Business Relationships” screen displays.

Figure 6: Business Relationships

9. Click the “New” button to create a business relationship for the proposed acquisition. An additional “Business Relationships” screen displays.

Figure 7: Enter New Business Relationship

10. Complete the fields as follows (fields marked on the screen with an asterisk ‘*’ are required):

• Contractor’s Name: Self-explanatory

• Role in Proposed Acquisition: Choose one of the four options – Prime, Sub, Joint

Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

• Place of Work: Location where contractor will perform work.

• Percentage of Work: Identify percentage of work contributed by specified business entity

• Responsibilities: Detail proposed responsibilities of specified business entity.

11. Select one of the buttons at the bottom of the screen.

• Add – Saves the current business relationship and allows for the addition of a new one.

• Close – Cancels the current business relationship without saving.

Note: In order to edit or delete an existing business relationship in the list, double-click on it.

12. Select the “Close” button on the “Business Relationships” screen after all of the business relationships has been added.

13. Click the “Step 2: Enter Past Performance Information (PPI)” button to enter the Past Performance Information. The “Past Performance” screen displays.

Figure 8: Past Performance

14. Click the “New” button to enter Past Performance Information for the proposed acquisition.

An additional “Past Performance” screen displays.

Figure 9: Enter Past Performance Information

15. Complete the fields on each of the tabs as follows (fields on the screen marked with an asterisk ‘*’ are required):

• Contract Information Tab Contractor: Select from the dropdown the appropriate business entity.

Cage Code: Self-explanatory.

Contract Number: If you don’t have a contract number, enter “N/A.”

Program Title: Enter full name of program.

Contr Agency/Customer: Enter servicing contracting agency and customer (office symbols suffice).

DUNS Number: Self-explanatory

Delivery Task/Order: If the order is provided as a stand-alone reference, enter the task/call/delivery/purchase order number.

Contract Type: Enter Firm-Fixed-Price (FFP), Cost Plus Fixed-Fee (CPFF), Indefinite Delivery/Indefinite Quantity (ID/IQ), LH, Blanket Purchase Agreement (BPA), Cost Plus Incentive-Fee (CPIF), Cost Plus Award Fee (CPAF), etc. For additional clarification, click the question mark button.

Short Program Title (i.e. Acronym): Enter abbreviated title for the program or enter “N/A.”

Contract Dollar Value:

o Original: Input total contract dollar value, with all options if applicable, in the amount originally awarded on the referenced contract.

If ID/IQ or BPA, provide total ceiling.

If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

o Current: Input total contract dollar value, with all options if applicable, as the contract stands at time of PPI submission.

If ID/IQ or BPA, provide total ceiling.

If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

o Explain the differences in Contract Value, if applicable: Enter an explanation of the difference between the original contract dollar value and the revised value as of the time of PPI submission.

Period of Performance (mm/dd/yy) o Start Date: Input start date of contract.

o Original End Date: Input original end date based on award.

o Current End Date: Input end date, as the contract stands at time of PPI submission.

o Explain the differences in Period of Performance, if applicable: Enter an explanation of the difference between “Original End Date” and “Current End Date.”

• Program Details Tab Brief Description of Effort as:

o Select Prime, Sub, Joint Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

o Provide a brief description of the service provided and actual work performed under this contract reference.

o ****If applicable: Provide information on performance problems encountered on the identified contracts. At a minimum, briefly describe the problem experienced, actions taken to alleviate the problem, and whether or not the problem was satisfactorily overcome.****

Explain how your performance on this contract is relevant for each applicable factor or subfactor, as instructed under Past Performance in Section 52.212-2 of the RFP. Include any unique aspects that demonstrate relevancy in this effort. Provide evidence to support such relevance to the requirements as described in the RFP.

• POC & Key Individuals Tab Key Individuals: Click the “New” button to specify any key individual or individuals who participated in this program or who may support the proposed acquisition. Also indicate their roles for both acquisitions, previous and current. To edit or delete an existing key individual, double-click an item from the list.

Note: In accordance with FAR 15.305(a)(2)(iii), relevant contract efforts performed by from key personnel may be evaluated. If you wish to include the past performance of individual key personnel, select the “New” button for each individual and fill out the necessary information.

Customer Points of Contact: Click the “Program/Site Manager,” “Contracting Officer” or “Admin POC” button for the point of contact that you would like to add, edit, or delete.

Note: For government contracts provide current information on Program Manager, Contracting Officer, and Admin POC, if available.

For commercial contracts provide points of contact fulfilling these same roles, if available.

16. Select from the buttons at the bottom of the Past Performance screen:

• Save – Saves the Past Performance Information and displays the “Contract Information” tab on the Past Performance screen.

• Close – Closes the Past Performance screen. If there were any updates, a pop-up window displays asking to save before closing.

• Delete – Deletes the current PPI record. A pop-up window displays, select “Yes” to delete the record or “No” to close the window without deleting the record.

Note: In order to edit or delete an existing PPI record in the list, double-click on it.

17. Select the “Close” button on the “Past Performance Information” screen after all of the PPI records have been added.

Printing Reports and Submitting PPI Tool In order to print the Business Relationships and PPI reports, perform the following steps:

1. Click the “Step 3: Print Report” button . A pop-up displays asking which report to print.

Figure 10: Select Report to Print

2. Select separately each of the two options, “Business Relationships” or “Past

Performance.” The Business Relationships and Past Performance documents will print separately; combine the two to create your Past Performance Volume.

In order to submit the Business Relationships and PPI, perform the following steps:

3. Click the “Step 4: Submit” button . The “Submission Instructions” screen displays.

Figure 11: Submission Instructions

4. Follow the submission instructions. Hard copies of the pages generated from this tool shall be used in the hard copy of the past performance volume subject to the limitations outlined in this RFP and should be Tab 1 of the past performance volume.

Note:

• Submit an electronic copy (e.g. CD) of the saved PPI database file with your proposal. If a prime contractor is submitting the file enter the filename as:

o prime contractor + RFP number + file extension (e.g.

XYZCompanyFA861710R6158.accdb) If a subcontractor is submitting the file enter the filename as:

o subcontractor + RFP number + file extension (e.g.

ABCCompanyFA861710R6158.accdb)

• Once the file is saved to a CD or any location that is marked as “Read-only,” it must first be saved to the desktop in order to read/edit the file.

Editing…