FA8119-16-R-0013_-_Section_L_FINAL.pdf

“Source Selection Information -- See FAR 2.101 and 3.104.”

SECTION L – INSTRUCTIONS TO OFFERORS

L-01, PROPOSAL PREPARATION INSTRUCTIONS

a. To assure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein.

Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors.

Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale (see the Alternate Proposals section below). The response shall consist of three (3) separate parts; Part I - Price Proposal, Part II – Technical Proposal, and Part III - Past Performance Information.

b. Electronic proposal submission is the only acceptable proposal submission method. The contract specialist’s E-mail inbox is the only acceptable point of receipt. Remit electronic proposals via E-mail to Jeffrey A. Schmidt, contract specialist, at jeffrey.schmidt.19@us.af.mil. If including attachments to the E-mail, the body text of the E-mail should state the number of attachments and file name of each attachment. On a per E-mail basis, attachments should not exceed 8 megabytes. Exceeding this threshold may render the E-mail undeliverable.

Offerors may send multiple E-mails if their intent is to stay within the Air Force E-mail attachment size limitation or stay within a smaller self-imposed E-mail size. Offerors should number their proposal submission E-mails (e.g., “1 of 3”, “2 of 3”, etc.) to indicate how many E-mails comprise their proposal. The acceptable attachments formats are (1) the following Microsoft Office compatible formats: .doc, .docx, .ppt, .pptx, .xls, .xlsx; and (2) portable document format (PDF). Files in PDF may contain attachments in any of the aforementioned file formats or take the form of a PDF portfolio.

Offerors are encouraged to call the contract specialist at (405) 739-9448 to confirm receipt of electronic proposals.

No other US Government point of entry will be acceptable, including E-mail servers. It is the Offerors responsibility to ensure that their proposal is submitted in such a way as to allow adequate time for the proposal to reach the Contract Specialist’s actual E-mail inbox no later than the hour and date specified for receipt of proposals on the front page of the solicitation.

c. The Contracting Officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial proposals, the Contracting Officer will review this determination and if, in the Contracting Officer's opinion, adequate price competition exists, no additional data will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition the Contracting Officer determines that adequate price competition no longer exists; Offerors may be required to submit cost data to the extent necessary for the Contracting Officer to determine the reasonableness and affordability of the price.

d. Include Sufficient Detail: 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.

e. Embellishments Not Desired: Elaborate brochures or documentation, detailed artwork, or other embellishments are unnecessary and are not desired. Any extraneous documentation (documentation not addressed or requested in this RFP) shall not be considered part of the proposal and shall be destroyed.

f. Proposal Acceptance and Validity Dates: The proposal acceptance period is specified on page 1 of the solicitation. By signing the solicitation the Offeror agrees to hold its proposed prices firm for the items solicited herein and to accept any resulting contract subject to the terms and conditions stated herein.

g. Alternate Proposals: Proposals which depart from ANY stated requirement contained in the solicitation (including all attachments) are considered alternate proposals. Offerors may submit alternate proposals;

however, the alternate proposal may not be considered for award. Alternate proposals shall be clearly identified as such on the first page of the proposal. Alternate proposals shall clearly identify why the acceptance of the proposal would be advantageous to the Government. Deviations from the requirements of this solicitation and the comparative advantage to the Government shall be clearly identified and explicitly defined in Table 1 – Solicitation Exceptions format (below). The Government reserves the right to amend the solicitation to allow all Offerors an opportunity to submit revised proposals based on any requirements that are revised as a result of any alternate proposals received.

Table 1—Solicitation Exceptions

SOLICITATION

Document Paragraph/Page Requirement/ Portion Rationale

SOW, SPEC

Model Contract, ITO, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Justify why the requirement will not be met

NOTE: A determination of ineligible for award will be assigned to proposals that fail to comply with all terms and conditions of the solicitation.

h. Disposition of Proposals: In accordance with FAR 4.803(a)(10), Contents of Contract Files, the Government will retain one copy of all unsuccessful proposals. The Government will destroy extra copies of such unsuccessful proposals.

L-02, GENERAL INFORMATION

a. Points of Contact (POC): The Contract Specialist and the Contracting Officer are the sole points of contact for this acquisition. Questions/concerns/clarifications shall be submitted in writing via e-mail to the contract specialist with the contracting officer addressed in the “cc” line.

Contract Specialist: Jeffrey A. Schmidt, jeffrey.schmidt.19@us.af.mil Contracting Officer: Dana N. Tran, dana.tran@us.af.mil

b. Debriefings: The PCO will promptly notify Offerors of any decision to exclude them from the competition in accordance with FAR 15.503. Where upon excluded Offerors may request and receive a debriefing. Offerors desiring debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

c. 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 Contract Specialist in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

PART I – PRICE PROPOSAL

*Submit one (1) electronic copy

a. Complete blocks 13, 15, 16, 17 and 18 of the Request for Proposal (RFP) Section A, Standard Form 1447 (SF 1447).

In doing so, the Offeror accedes to the contract terms and conditions as written in the RFP Sections A through K.

These sections constitute the model contract.

b. Insert proposed unit and extended prices in Section B for each Contract Line Item Number (CLIN) or Sub CLIN

(SCLIN), including all option periods. The extended amount must equal the whole dollar unit price multiplied by the best estimated quantity.

c. Complete the necessary fill-ins and certifications in Sections I through K. Section K shall be returned in its entirety.

For Sections C through Section I, the Offeror shall submit only those pages that require the Offeror to fill-in information.

d. As previously stated, it is anticipated that pricing of this action will be based on adequate price competition and therefore Offerors are not required to submit cost or pricing data. However, if after receipt of proposals it is determined that adequate price competition does not exist, cost or pricing data may be required.

“Cost or pricing data” (10 U.S.C. 2306a(h)(1) and 41 U.S.C. 254b) means all facts that, as of the date of price agreement, or, if applicable, an earlier date agreed upon between the parties that is as close as practicable to the date of agreement on price, prudent buyers and sellers would reasonably expect to affect price negotiations significantly. Cost or pricing data are factual, not judgmental; and are verifiable. While they do not indicate the accuracy of the prospective contractor’s judgment about estimated future costs or projections, they do include the data forming the basis for that judgment. Cost or pricing data are more than historical accounting data; they are all the facts that can be reasonably expected to contribute to the soundness of estimates of future costs and to the validity of determinations of costs already incurred. They also include, but are not limited to, such factors as—

i. Vendor quotations;

ii. Nonrecurring costs;

iii. Information on changes in production methods and in production or purchasing volume;

iv. Data supporting projections of business prospects and objectives and related operations costs;

v. Unit-cost trends such as those associated with labor efficiency;

vi. Make-or-buy decisions;

vii. Estimated resources to attain business goals; and

viii. Information on management decisions that could have a significant bearing on costs.

e. If it is determined that cost or pricing data is required, the Offeror shall submit cost or pricing data within 7 calendar days after receipt of the Contracting Officer's request.

f. Certified cost or pricing data may be required (see FAR 15.406-2, Certificate of Current Cost or Pricing Data).

“Certified cost or pricing data” means “cost or pricing data” that were required to be submitted in accordance with FAR 15.403-4 and 15.403-5 and have been certified, or are required to be certified, in accordance with 15.406-2. This certification states that, to the best of the person’s knowledge and belief, the cost or pricing data are accurate, complete, and current as of a date certain before contract award. Cost or pricing data are required to be certified in certain procurements (10 U.S.C. 2306a and 41 U.S.C. 254b).

g. Format for submission of cost or pricing data:

If the cost or pricing data IS NOT required to be certified, it may be submitted in the Offeror’s own format. The cost proposal shall be submitted via E-mail. The electronic format must be compatible with the Microsoft Excel application, be editable, and only password protected. Show formulas for all calculated amounts. Rounding methods, if used, must be consistent throughout.

h. If the cost or pricing data is required to be certified, it shall be submitted in the format indicated in Table 15-2 of FAR

15.408.

PART II – TECHNICAL PROPOSAL

*Submit one electronic (1) copy

(a) Subfactor 1 – Repair Ability

The Offeror must provide a scanned electronic copy of the following Repair Ability Certification on a single 8.5’’ by 11’’ (letter) page submission, using company letterhead, with the printed name, wet signature, and tile of a single authorized representative (AR) with authority to contractually bind the Offeror:

(Begin Certification)

(Company Letterhead)

(State Company Name) currently has the capability to Repair all three part numbers (P/N) associated with National Stock Number (NSN) 5960-01-274-7627. I understand the three part numbers comprising NSN 5960- 01-274-7627 are (1) “190999-1”, (2) “VMS-1610”, and (3) “PM110S”.

I understand that “Repair” is defined by successful performance of the following three functions on all three P/N’s: (1) Teardown, Test, and Evaluation (TT&E), (2) Minor Repair, and (3) Major Repair as defined in subsection 1.15.3 of the Performance Work Statement (PWS) for Repair of Electron Tubes, dated 18 February 2016, and attached to this solicitation.

(Wet Signature of AR) (Printed Name of AR) (Business Title of AR)

(End Certification)

If the Repair Ability Certification is not included in the Offeror’s proposal or in the event the included certification deviates from the aforementioned Repair Ability Certification format, the Offerors proposal will be considered technically deficient and will henceforth be ineligible for contract award.

(b) Subfactor 2 – Responsiveness

(i) Submission of a fully completed RFP, SF 1447, to include any attachments thereto which requires a fill-in, will constitute this subfactor. Your proposal will be evaluated in accordance with Section M of the solicitation. All the requirements specified in the solicitation are mandatory. By submission of your proposal, you are representing that your firm will perform all the requirements specified in the RFP.

(ii) Complete the necessary fill-ins and certifications in Section C through Section K.

(A) For Sections C through I, the Offeror shall submit only those pages that require the Offeror to fill-in information.

(B) For section J, Attachments, the Offeror shall submit only those pages of a particular attachment that require a fill-in. Any extraneous pages returned that do not require a fill-in shall not be considered part of the proposal and shall be destroyed.

(C) Section K shall be returned in its entirety.

(iii) Any comments, proposed deviations from the solicitation requirements, and/or exception to the terms and conditions shall be clearly identified in accordance with previously described procedures.

PART III – PAST PERFORMANCE INFORMATION

*Limited to no more than 2 pages per contract listed. Only references for relevant past efforts/contracts are desired.

Submit one (1) electronic copy.

(a) Quality and Satisfaction Rating for Contracts Completed in the Past Three Years

Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) which demonstrates customer satisfaction with overall job performance and quality of completed product for relevant past efforts/contracts (similar in scope and magnitude of effort and complexities this solicitation requires). In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems such as cost overruns, extended performance periods, numerous warranty calls, etc.

(b) Performance Surveys

The Government will evaluate the quality and extent of Offeror's performance deemed relevant to the requirements of this RFP. The Government will use information submitted by the Offeror and any other sources of information available to the Government to assess past performance. Provide a list of no more than three (3), of the most relevant contracts performed for Federal agencies and commercial customers within the last three (3) years. Relevant contracts include repairs performed on electron tubes of similar size and output. The evaluation of past performance information will take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. Furnish the following information for each contract listed:

(i) Company/Division name

(ii) Product/Service

(iii) Contracting Agency/Customer

(iv) Contract Number

(v) Contract Dollar Value

(vi) Period of Performance

(vii) Verified, up-to-date name, address, FAX & telephone number of the contracting officer

(viii) Comments regarding compliance with contract terms and conditions

(ix) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past relevant contracts.

(c) Subcontractor Consent

Past performance information pertaining to a subcontractor cannot be disclosed to the prime Offeror without the subcontractor’s consent. Provide with the proposal a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

(d) Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

(i) Requirements of the RFP (CLINs & PWS) and Government standards and regulations pertaining to the

PWS.

(ii) Evaluation Factors for Award in Section M of this RFP.

(iii) Any limitation on the number of proposal pages. Pages exceeding the page limitations set forth in this

Section L will not be read or evaluated and will be removed from the proposal.

(iv) Format for proposal Parts II and III shall be as follows:

(A) The proposals will be 8 1/2” x 11” format except for fold-outs used for charts, tables, or diagrams, which may not exceed 11” x 17”.

(B) A page is defined as one face of a single electronic sheet of paper containing information.

(C) Font shall be Time New Roman, Calibri, or Arial. Font size shall not be less than 11 point.

L-03, SUBMISSION, MODIFICATION, REVISION, AND WITHDRAWAL OF PROPOSALS

(a) Offerors are responsible for submitting proposals, and any revisions, and modifications, so as to reach the

Government office designated in the solicitation by the time specified in the solicitation. Offerors may use any transmission method authorized as authorized. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that proposals are due.

(i) Any proposal, modification, or revision, that is received at the designated Government office after the exact time specified for receipt of proposals is “late” and will not be considered unless it is received before award is made, the contracting officer determines that accepting the late proposal would not unduly delay the acquisition ; and—

(1) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. (local time, for the designated Government) office one working day prior to the date specified for receipt of proposals; or

**See sections L-01 and L-02 for additional information regarding electronic submission of proposal**

(2) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of proposals and was under the Government’s control prior to the time set for receipt of proposals; or

(3) It was the only proposal received.

(ii) However, a late modification of an otherwise successful proposal, that makes its terms more favorable to the

Government, will be considered at any time it is received and may be accepted.

(b) If an emergency or unanticipated event interrupts normal Government processes so that proposals cannot be received at the Government office designated for receipt of proposals by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation closing date, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(c) Proposals may be withdrawn by written notice at any time before award.

L-04, OTHER INFORMATION

(a) Authorized Offeror Personnel: Provide the name, title and telephone number of the company/division point of contact regarding decisions made with respect to your quote and who can obligate your company contractually.

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