Section_L_(10_June_14).pdf

10 June 2014

ATTACHMENT 1 - INSTRUCTIONS TO OFFERORS (ITO)

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS FOR

PROPOSAL PREPARATION USING LOWEST PRICED TECHNICALLY

ACCEPTABLE (LPTA) SOURCE SELECTION PROCEDURES.

1.0 Program Structure and Objective

1.1. The Government plans to award a single contract for Coolant Recycling Services.

The Coolant Recycling Services will support all requirements for Coolant Scheduled Services and Daily Services, Remedial Maintenance (RM) to accommodate fluctuations in shop workloads and Contractor Acquired Property (CAP) for the purchase of TRIM Micro Sol 585XT coolant the 76th Commodities Maintenance Group (76 CMXG) and the 76th Propulsion Maintenance Group (76 PMXG) at Tinker Air Force Base (AFB), OK.

1.2. Budget/Funding Information

Funding will be obligated for the Firm-Fixed-Price (FFP) Contract Line Item Numbers (CLINs) for the base period, to include the phase-in period. The awarded contract will have a 30-day phase-in period and an eleven (11) month base period with two (2) 1-year options.

2.1 General Instructions

2.1.1. This source selection will be 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.

2.1.2. 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.

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

2.1.4. 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 that the proposal is valid until this date.

2.1.5. 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.

2.2. General Information

2.2.1. 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 following email address:

Ms. Jennifer Lee, Contracting Officer, jennifer.lee.17@us.af.mil

2.2.2. 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.

2.2.3. 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.

2.2.4. 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.

mailto:jennifer.lee.17@us.af.mil http://www.fbo.gov/

2.2.5. Amendments to 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 by date and time specified in the amendment(s).

2.2.6. 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.

2.3. Organization/Number of Copies/Page Limits

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

2.3.2. The offeror’s technical proposal shall address the information listed in paragraph

3.2.1.1 below. The offeror shall submit one electronic copy via email to the CO, Jennifer Lee at Jennifer.Lee.17@us.af.mil. The technical proposal shall not exceed 10 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. 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, and glossaries.

2.3.3. Page limits for Factor 2 Price, and Contract Documentation are unlimited.

2.4. Page Size and Format

2.4.1. 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. 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 proposal. These page format restrictions shall apply to responses to ENs. These limitations shall apply to electronic proposals.

mailto:Jennifer.Lee.17@us.af.mil

2.5. Electronic Proposals

The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2010, MS Excel 2010, MS-Project 2010, and MS-Power Point 2010.

2.6. Pricing Information

All pricing information shall be addressed ONLY in the Price Proposal and Contract Documentation.

2.7. Distribution

Proposals shall be emailed to the Contracting Officer at the following address:

E-mail: Jennifer.Lee.17@us.af.mil

3.0. Factor 1 - Technical

3.1. 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 Section M, 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.

3.2. Format and Specific Content

3.2.1. Technical

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

3.2.1.1. Subfactor One: Daily Services

a. An approach to meet the scheduled services and daily services for all machines identified in Appendix A and Appendix A-1 . As a minimum, the approach must demonstrate how the offeror will test, drain, clean, recycle and refill coolant, remove tramp oil and maintain oil skimmers for the machines and schedules listed in Appendix A and Appendix A-1 on a daily basis. (PWS 1.3, 1.4, 1.4.1 and 1.4.2).

mailto:Jennifer.Lee.17@us.af.mil

4.0 Factor 2 - Price

4.1. In the price proposal, 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.

4.2. 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 proposal. Under no circumstances shall this information and documentation be included elsewhere in the proposal.

4.2.1. Price Reasonableness and Balance

Offeror’s proposal will be evaluated for reasonableness and balance. Additionally, unbalanced pricing may pose 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.

4.2.2. Pricing Information Requirements

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.

4.2.3. Rounding

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

5.0. Contract Documentation

5.1. Model Contract/Representations and Certifications

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

5.1.1. Solicitation/Contract Form (Section A)

Completion of blocks 12, 14, 15a, 15b, 15c and signature and date for blocks 16, 17, and 18 of the SF33. Signature by the offeror on the SF33 constitutes an offer, which the Government may accept. This copy should be clearly legible.

5.1.2. Supplies or Services and Costs/Prices (Section B)

Completed pricing information in Section B of the model contract.

5.1.3. Contract Clauses (Section I)

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

5.1.4. Representations, Certifications, and other Statements of Offerors (Section K) The offeror shall complete the annual representations and certification electronically via the System for Award Management (SAM) database https://www.sam.gov/portal/public/SAM/ . After reviewing the SAM database information, the offeror verifies by submission of this offer that the representation and certifications currently posted electronically at FAR 52.204-99, System for Award Management Registration, are correct.

5.2. 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

5.3. Other Information Required

https://www.sam.gov/portal/public/SAM/

5.3.1. 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 AFSC/PZC. 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 AFSC/PZC at 405-736-3273.

5.3.2. 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.

5.3.3. 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).

5.3.4. 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.