Attachment 1 - FAR 52.212-1 Addendum I.pdf

FAR 52.212-1 Addendum I - Instructions, Conditions and Notices to Bidders

INSTRUCTIONS TO OFFERORS

FAR 52.212-1 ADDENDUM I

INSTRUCTIONS TO OFFERORS (ITO)

HILL AFB GROUNDS MAINTENANCE CONTRACT

SOURCE SELECTION

1. PROPOSAL PREPARATION INSTRUCTIONS

1.1. This acquisition will utilize commercial source selection procedures in accordance with (IAW) the

Federal Acquisition Regulation (FAR) 12. Technical tradeoffs will not be made, and no additional credit will be given for exceeding acceptability.

1.2. To assure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including all stated terms, conditions, representations, certifications, and technical requirements, in addition to those identified as evaluation factor(s) or sub-factor(s). Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The Offeror shall submit all exceptions within 14 days of the release of the solicitation. The response shall consist of three (3) separate volumes; Volume I - Price, Volume II - Technical, Volume III - Contract Documentation.

2. PROGRAM STRUCTURE AND OBJECTIVES

2.1. The Government anticipates awarding a single Firm Fixed Price (FFP) indefinite-delivery indefinite- quantity (IDIQ) contract. However, the Government reserves the right to award no contract if the Source Selection Authority (SSA) determines it is in the Government's best interest. The SSA will consider the Government's expected volume of work, available funding, adequate competition, and the availability of best value proposals. If the Government determines to not award a contract, the Government will not be liable for costs incurred by Offeror(s) in connection with any response to this Request for Proposal (RFP). The Government intends and reserves the right to award a contract without discussions; therefore, it is imperative Offerors submit their best pricing and proposal terms initially. However, if during the evaluation period it is determined to be in the best interest of the Government to hold discussions, Offeror responses to Evaluation Notices (ENs) and the Final Proposal Revision (FPR) will be considered in making the source selection decision. The basic contract will have a 5-year ordering period with a 6-month option.

2.2. Budget and Funding Information - Funding will be obligated on each task order awarded under the basic contract.

3. General Instructions

3.1. This section 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 and must be submitted IAW these instructions. Any Offeror who submits an incomplete package may be considered ineligible for award and eliminated from the competitive range. The proposal shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Labor Categories, and Standard Form (SF) 1449 Solicitation/Contract. Non-conformance with these instructions may result in an “Unacceptable” proposal evaluation.

3.2. The proposal shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal shall not simply rephrase or restate the Government's requirements. Rather, proposals 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, as the Government will base its evaluation upon the information presented in the Offeror's proposal.

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

3.4. The proposal acceptance period is specified in FAR 52.212-1(c) – ITOs Addendum to the solicitation. Offerors providing less than the specified calendar days for Government acceptance after the date offers are due may be considered non-responsive.

3.4.1. Addendum to FAR 52.212-1(c), Period for Acceptance of Offers. The paragraph is tailored as follows: “The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.”

3.5. IAW FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. The Government will destroy extra copies of such unsuccessful proposals unless the offeror requests otherwise.

3.6. Point of Contact - The Contracting Office is the sole point of contact for this acquisition. Address any questions or concerns you may have to both point of contacts. Written requests for clarification should be sent to both email address below:

Kurt Webb Bryce Michelson Contract Officer Contract Specialist kurt.webb@us.af.mil bryce.michelson@us.af.mil

3.7. Debriefings

3.7.1. Pre-Award Debriefings - The Contract Officer (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. At Offeror’s request, this debriefing may be delayed until after award IAW FAR 15.505(a)(2).

3.7.2. Post-Award Debriefings - The CO will notify unsuccessful offerors in the competitive range of the source selection decision IAW FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring debriefing must make their request IAW the requirements of FAR 15.505 or 15.506, as applicable.

3.8. 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. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

3.9. Electronic Reference Documents - All referenced documents for this solicitation are available SAM.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation, including updates.

3.10. Oral Presentation - Oral presentations will not be allowed.

3.11. Amendments to Solicitation - If this RFP is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this request by the date and time specified in the amendment(s) by signing and returning the front page of each.

3.12. Submission, Modification, Revision, and Withdrawal of Proposals

3.12.1. Proposals and modifications to proposals shall be submitted in electronic format to the email address located in paragraph 3.6 of this document, showing the time and date specified for receipt (Standard Form [SF] 1449 Block 8), the solicitation number, and the name and address of the Offeror. Late proposals will only be considered IAW FAR 15.208.

3.12.2. Acceptable evidence to establish the time of receipt by the Government includes the time and date stamp of emails or oral testimony or statements of Government personnel.

3.12.3. Proposals may be withdrawn by written notice received at any time before award. Proposals may also be withdrawn in person by an Offeror or an authorized representative, if the identity of the person requesting the withdrawal is established and the person signs a receipt for the withdrawn proposal before award.

3.13. Organization/Number of Copies/Page Limits

3.13.1. The title page of each volume must show-

Solicitation Number

Company Name, address, Commercial and Government Entity (CAGE) Code, and Unique

Entity ID (SAM)

Primary point of contact name, telephone, and email address of the Offeror

Volume number and name (e.g., Volume I, Price)

3.13.2. 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. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Table 1 - Proposal Organization

VOLUME

FAR 52.212-1

ADDENDUM I

PARAGRAPH NO.

VOLUME TITLE

PAGE LIMIT

I

4.0 Price Unlimited (6-page pricing assumption

limit)

II 5.0 Technical 40 Pages for Technical

III 6.0 Contract Documentation Unlimited

3.13.3. 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 and the Offeror will be notified of which pages of the proposal were deemed excessive. Page limitations may be placed on responses to Evaluation Notices (ENs) if applicable. 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, glossaries, Cross Reference Matrix, and those noted in the Proposed Organization Tables and Figures as “Unlimited”.

3.14. Pricing Information - All pricing information shall be addressed ONLY in the Price Proposal

(Volume I).

3.15. Cross Referencing

3.16. Each volume shall be written on a standalone basis so that its contents may be evaluated without cross-referencing to other volumes of the proposal. Information required for proposal evaluation that 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.

3.17. The Offeror shall fill out a cross reference matrix in the format below, indicating the proposal reference information as it relates to the FAR 52.212-1 Addendum I – ITO, and FAR 52.212-1 Addendum II – Evaluation Factors for Award. This shall be included in the Technical Volume (Volume II). This shall be included in the Technical Volume (Volume II). The cross-reference matrix addresses each requirement within the PWS and sub- factor(s). The Offeror shall fill in each section independently labeled with the appropriate paragraph number or page number from their proposal that addresses the requirement and factor(s) or sub-factor(s).

Table 2 - Cross Reference Matrix

FAR 52.212-1

Addendum I

FAR 52.212-2

Addendum I

PWS Proposal

4 3 N/A

4.1 3.1 N/A

4.1 3.2 N/A

4.1 3.3 N/A

4.1 3.4 N/A

4.2 3.5 N/A

5 4 N/A

5.1 4.1 N/A

5.4 4.3 N/A

5.4.1 4.3.1 1.1.1, 1.1.2, 1.1.3, 1.1.4, 1.1.5, 1.1.6, 1.1.7, 1.1.8.1, 1.1.11, 1.2.1, 1.2.1.1, 1.2.2, 1.3.1, 1.5.1, 1.5.2, 1.7.1, 1.7.2, 1.8.1.4

5.4.2 4.3.2 1.1.1, 1.1.2, 1.1.3, 1.1.4, 1.1.6, 1.2.1, 1.2.1.1, 1.2.2, 1.3.1

5.4.3 4.3.3 Appendices A, B, F, G

5.5 4.4 1.1.4, 1.1.8.1, 4.5, 4.10.1, 4.10.2

5.6 4.5 2.1

6 5 N/A

6.1 5.1 N/A

6.2 5.1 N/A

3.8. Indexing

3.8.1. Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume.

3.8.2. Include an indexed list of Tables and Figures. Tables and Figures do not count against the page limitations for their respective volumes but should be used only as necessary and kept to a minimum.

3.8.3. Glossary of Abbreviations and Acronyms - Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

3.9. Format

3.9.1. Electronic Formatting - Each volume shall be on a separate file. Indicate the volume number and title on each file. The Offeror shall submit all Volumes in electronic format.

3.9.2. Page size of documents shall be 8.5 x 11 inches with 1-inch margins. The font size shall be no less than 11 points, and lines shall be double spaced. Use at least 1-inch margins on the top, bottom, and sides. Pages shall be numbered sequentially by volume. These page format restrictions shall also apply to responses to ENs. These limitations shall apply to all proposals.

3.9.3. 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. For tables, charts, graphs and figures, the text shall be no smaller than 10-point.

4. VOLUME I – PRICE

4.1. General Instructions – The primary purpose of the Price Proposal Volume is to provide an understanding of how the price proposal was developed. The price evaluation criteria of (1) Completeness, (2) Reasonableness, (3) Balance, and (4) Total Evaluated Price (TEP) as defined in FAR 52.212-2 Addendum I – Evaluation Factors for Award of the RFP, which will be assessed from the Offeror’s information provided in this volume. Offerors shall review FAR 52.212-2 Addendum I – Evaluation Factors for Award.

4.2. Total Evaluated Price (TEP) – The Offeror shall input all pricing details in Section B Spreadsheet for each CLIN. A no bid or an omitted category price field may result in an incomplete price submission. As per FAR 52.222-43(b), “The Contractor warrants that the prices in this contract do not include any allowance for any contingency to cover increased costs for which adjustment is provided under this clause.” Thus, contract price should not have included amounts for known or projected increases in wage rates, fringe benefits, or allowable accompanying costs that may become effective after the base period of the contract. The proposed prices are Firm Fixed Priced and will be contractually binding rates for all categories and ordering periods.

4.3. Pricing Information Requirements – IAW FAR 15.402, 15.403-1(b) and 15.403-3(a) – “information other than cost or pricing data” may be required to support price reasonableness. If, after receipt of proposals, the CO determines that there is insufficient information available to determine the reasonableness of the proposed pricing, the Offeror shall be required to submit additional “information other than cost or pricing data”. If, during the source selection process, the CO determines that adequate competition no longer exists, then cost and pricing data may be required.

4.4. Pricing Assumptions – Summarize all significant pricing assumptions, scope limitations and/or qualifications of the Price Volume (Volume I). IAW Table 1 – Proposal Organization, pricing assumptions shall not exceed six pages.

4.5. Estimating Techniques and Methods – When responding to the Price Volume (Volume I) requirements in the solicitation, the Offeror and associated subcontractors shall use generally accepted commercial estimating techniques.

4.6. Price Information – Information beyond that required by this instruction shall not be submitted unless the Offeror considers it essential to document or support the Offeror’s price position. All information relating to the proposed prices, including all required supporting documentation must be included in the section of the proposal designated as the Price Volume (Volume I). Under no circumstances shall this information and documentation be included elsewhere in the proposal.

5. VOLUME II – TECHNICAL ACCEPTABILITY

5.1. General - The Technical Volume shall be clear, specific, complete, and include sufficient detail for effective evaluation. Legibility, clarity, and coherence are very important. Offerors’ responses will be evaluated against the technical factor(s) and sub-factor(s) defined in FAR 52.212-2 Addendum I, Evaluation Factors for Award. Offerors should review FAR 52.212-2 Addendum I criteria to ensure the minimum requirements are met. Provide as specifically as possible the actual methodology the Offeror would use for accomplishing and satisfying each sub-factor(s).

There will be no reference to rates or price in this volume. Offerors shall assume the Government has no prior knowledge of their experience and certifications, and the Government will base its evaluation upon the information presented in the Offeror’s proposal. All the requirements specified in the solicitation are mandatory. By the Offeror’s proposal submission, the Offeror is representing it will perform ALL the requirements specified in the solicitation (including PWS);

it is not necessary or desirable to reiterate it in the proposal.

5.2. Adequate Responses – It is imperative that the Offeror fully describe and provide details as to how the Offeror shall meet the sub-factor(s) requirements. Do not merely copy and paste, rephrase, or restate the objectives or reformulate the requirements specified in the solicitation.

Evidence which clearly demonstrates and supports the offeror’s claims is essential. The absence of such evidence may result in a technically “Unacceptable” proposal.

5.3. Volume Organization – The Technical Volume shall be organized according to the following general outline:

1. Table of Contents

2. List of Tables and Drawings

3. Glossary

4. Sub-Factor One – Management Approach

5. Sub-Factor Two – Manpower Plan

6. Sub-Factor Three – Quality Control Plan

5.4. SUB-FACTOR ONE – MANAGEMENT APPROACH

5.4.1. Management Plan: The Offeror shall submit a Management Plan. The Offeror shall describe in detail the Offeror’s Management Plan to accomplish the requirements of the PWS. The Offeror’s Management Plan shall address all the requirements in accordance with the following Paragraphs and Appendices A, B, F, and G of the PWS:

A. Maintain Improved Grounds – (Paragraphs 1.1.1, [excluding 1.1.1.1]; 1.1.2; 1.1.3; 1.1.4;

1.1.5, [excluding 1.1.5.4 and 1.1.5.5]; 1.1.6; 1.1.7, 1.1.8.1; 1.1.11 B. Semi-Improved Grounds – (Paragraphs 1.2.1; 1.2.1.1; 1.2.2, [excluding 1.2.2.1 and

1.2.2.2]) C. Maintain Bird Area Strike Hazard (BASH) – (Paragraph 1.3.1) D. Maintain Vegetative Beds, Insert Beds, Rock Beds, and Related Areas – (Paragraphs

1.5.1 and 1.5.2) E. Perform Snow and Ice Removal – (Paragraphs 1.7.1 [excluding 1.7.1.1 and 1.7.1.2] and

1.7.2) F. Tree and Stump Removal – (Paragraph 1.8.1.4)

5.4.2. Schedule: The Offeror shall submit a one-month sample Schedule to accomplish and address all the items in accordance with the following Paragraphs and Appendices A, B and F of the PWS broken down by days of the week and the areas to be maintained during a typical growing season (April 1 – Oct 31 IAW PWS para 1).

A. Maintain Improved Grounds – (Paragraphs 1.1.1, [excluding 1.1.1.1]; 1.1.2; 1.1.3; and

1.1.4; 1.1.6) B. Semi Improved Grounds – (Paragraphs 1.2.1; 1.2.1.1; 1.2.2, [excluding 1.2.2.1 and

1.2.2.2]) C. Maintain Bird Area Strike Hazard (BASH) – (Paragraph 1.3.1)

5.4.3. Equipment List: The Offeror shall submit an Equipment List consistent with the Management Plan to accomplish and address all the items in PWS Appendices A, B, F, and G; to include the quantity and type, and how the equipment will be maintained.

5.5. SUB-FACTOR TWO – MANPOWER PLAN

The Offeror shall submit a Manpower Plan consistent with the Management Plan and Equipment List. The plan shall include:

A. Key Personnel; and a description of personnel qualifications and certification processes IAW PWS Paragraphs 1.1.4, 1.1.8.1, 4.5, 4.10.1, and 4.10.2

B. Detailed description of types and quantities of labor categories C. Recruitment and Hiring Processes D. Retaining qualified personnel E. Training Plan F. Employee Turnover Plan G. Seasonal Downsizing Procedures

5.6. SUB-FACTOR THREE – QUALITY CONTROL PLAN

The Offeror shall submit a Quality Control Plan. The Quality Control Plan shall address how the Offeror intends to maintain quality workmanship consistent with the Manpower Plan, continual process improvements, and identify and resolve deficiencies. The Quality Control Plan shall address all the requirements in accordance with PWS Paragraph 2.1.

6. VOLUME III – CONTRACT DOCUMENTATION

6.1. Provide all Volume III Contract Documentation in the prescribed format identified in Table 1 –

Proposal Organization.

6.2. Model Contract SF 1449 and 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.

6.2.1. Section A – Solicitation/Contract Form: Complete blocks 17(a), 15, 16, 19, 20, and 30 of the

SF1449. Signature by the Offeror on the SF1449 constitutes an offer, which the Government may accept.

6.2.2. Section B – Supplies or Services and Prices: Do not input pricing information in Section B of the model contract. All pricing shall be included only in the Price Volume (Volume I).

6.2.3. Section I – Contract Clauses

6.2.4. Section K – Representations, Certifications, and other Statements of Offerors: Complete representations, certifications, acknowledgments, and statements. Additionally, offeror must have filled out an online provision in accordance with FAR Clause 52.204-8 Annual Representations and Certifications (Mar 2023). Offeror must be registered in the System for Award Management (SAM) database at https://www.sam.gov in accordance with FAR 52.204-7. Offer shall ensure certification as a small business under NAICS Code 561730.

6.3. Ability to obtain resources – Offerors shall submit documentation your company possesses adequate financial resources to perform the contract. An example of evidence is a commitment or explicit arrangement that will be in existence at the time of contract award, to acquire the needed materials, equipment, personnel, and other resources necessary to sustain operations. This information will be used as part of the CO’s determination of responsibility IAW FAR 9.104.

6.4. Plans Required by Regulation or Policy - Submit the following plan IAW applicable FAR and

DFARS and PWS Sections. These plans shall be placed in individual binders that are subtitled (e.g., Volume III, Contract Documentation). Provide copies in the formats and quantities identified in Table 1.

6.4.1. IAW FAR Clause 52.219-14 Limitations of Subcontracting - At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

Small businesses that intend to count the performance of other small businesses in meeting the 50 percent requirement of FAR Clause 52.219-14, Limitations of Subcontracting, must include in their Contract Documentation Volume evidence that a joint venture has been approved by the Small Business Administration (SBA). If offerors plan to sub-contract at least 50 percent of the work or utilize a joint venture, offerors shall submit documentation that demonstrates how the prime contractor will meet the requirements of the aforementioned FAR Clause.

6.5. Solicitation Requirements, Terms and Conditions - 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 factor(s) or sub-factors(s).

6.6. 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 3 – Solicitation Exceptions.

Table 3 – Solicitation Exceptions.

SOLICITATION

Document

Page/ Paragraph

Requirement/ Portion

Rationale

Identify document: PWS, Model Contract / Solicitation, FAR 52.212- 1 Addenda, ITO, etc.

Identify Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement cannot or will not be met

6.7. Other Required Information

6.7.1. Authorized Offeror Personnel - Provide the name, title, telephone number, e-mail address of the company/division point of contact for proposal who can make decisions/negotiate and who can obligate your company contractually.

6.7.2. Company/Division Address, Identifying Codes, and Applicable Designations - Provide company/division’s street address, county, and facility code; CAGE code; and Unique Entity ID

(SAM).

(End of Provision)