ATT_1_RVA_CLS_Section_L.pdf

Attachment 1

SECTION L

INSTRUCTIONS TO OFFERORS (ITO)

REMOTE VISUAL ASSESSMENT CONTRACTOR LOGISTICS SUPPORT

SOURCE SELECTION

1. PROGRAM STRUCTURE AND OBJECTIVES

1.1. The government intends to select one contractor for the Remote Visual Assessment (RVA) Contractor Logistics Support (CLS) effort. 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. The government reserves the right to award the contract without discussions.

1.2. Budget/Funding Information: Funding will be obligated at time of award for the basic period of performance and in future periods for the option years and/or options, if available.

2. GENERAL INSTRUCTIONS

2.1. This section provides general guidance for preparing proposals, as well as specific instructions on format and content. The offeror’s proposal shall include all data and information requested and shall be submitted in accordance with these instructions. Any offeror who submits an incomplete or non-conforming proposal may be considered non-responsive and eliminated from the competition. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS), labor categories, Contract Data Requirements List (CDRL), and model contract.

2.2. The proposal shall be clear and concise and shall 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. Offerors shall use the PWS and show by citing applicable experience, quality, policies, practices, procedures, standards, software systems, tools, facilities, plans, or other means of achieving results, exactly how the offeror will accomplish the designated requirements. Offerors shall assume that the government has no prior knowledge of contractor facilities or their experience, and that the government will base its evaluation only on the information presented in an offeror’s proposal.

2.3. Elaborate brochures, excessive documentation, bound volumes, detailed artwork, or other embellishments are unnecessary and are not desired.

2.4. The proposal acceptance period is specified in Section A of the model contract / solicitation. Offerors providing less than the specified number of calendar days for

DRAFT

government acceptance after the date offers are due may be considered non-responsive and may be eliminated.

2.5. 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.

2.6. Point of Contact: The contracting officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns that you may have to the CO. Written requests for clarification may be sent to the CO at the address below:

AFNWC/PZBA

Attn: Melanie Thomas 6014 Dogwood Ave RM 24 Hill AFB, UT 84056 Office (801) 775-4916 Melanie.Thomas@hill.af.mil

2.7. Pre-Award 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.

2.8. Post-Award Debriefings: The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. 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.

2.9. 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 shall also state remedies that 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.

2.10. Electronic Reference Documents: All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) Website at https://www.fbo.gov or via the Bidders’ Library. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the Website for this solicitation. Note that in order to access the Bidders’ Library, offerors must contact the contracting office and provide a verified DD Form 2345.

2.11. Oral Presentations: Oral presentations will not be allowed.

2.12. Amendments to Solicitation: If this Request for Proposal (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.

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

Proposals and modifications to proposals shall be submitted in both paper and electronic formats to the address located in paragraph 2.6 of this document, showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Late proposals will only be considered IAW FAR 15.208.

Acceptable evidence to establish the time of receipt at the government installation includes the time / date stamp of that installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of government personnel.

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 proposal before award.

2.14. Organization / Number of Copies / Page Limits

The title page of each volume must show:

2.14.1.1. Solicitation Number

2.14.1.2. Company name, address, CAGE code and DUNS

2.14.1.3. Primary point of contact name, telephone number and email address

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

Original, copy 1, copy 2, etc.)

The offeror shall prepare the proposal as set forth in the Proposal Organization table on the next page. The titles and contents of the volumes shall be as defined in this table and shall be within the required page limits and give the number of copies specified. The contents of each proposal volume are described in detail later in this document.

Table 1 - Proposal Organization

VOLUME SECTION L

PARAGRAPH

TITLE COPIES PAGE LIMIT

I 3.0 Price Volume Pricing Matrix

Original plus 1 hardcopy, and 2 CDs

Unlimited

II 4.0 Technical Capability

Original plus 4 hardcopies, and 2 CDs

65 pages

III 5.0 Past Performance Original plus 2 hardcopies and 2CDs

15 pages

IV

6.0

1) Contract Documentation

2) Property

Management Plan

Original plus 2 Hardcopies and 2 CDs

(Plan shall be included with

Contract Volume)

45 pages

2.15. Page Limitations: This limit shall be treated as a firm maximum. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Page limitations may be placed on responses to Evaluation Notice(s) (ENs) if applicable. The specified page limit for EN responses will be identified in the letter(s) forwarding the EN(s) to the offeror. 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 Table as “Unlimited.”

2.16. Pricing Information: All pricing information shall be addressed only in the Price

Volume.

2.17. Cross Referencing

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.

The offeror shall fill out a cross reference matrix in the format below, indicating the proposal reference information as it relates to the Section L – Instructions to Offerors, and Section M – Evaluation Factors for Award. This shall be included in the Technical Volume (Volume II). The cross reference matrix addresses each requirement within the PWS and subfactors. The offeror shall fill in each section independently labeled with the appropriate paragraph number or page number from their proposal that addresses the requirement or subfactor.

Table 2 – Sample Cross Reference Matrix

2.18. Indexing

Each volume shall contain a 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 and figures. Tables and figures do not count against the page limitations for their respective volumes.

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.

2.19. Page Size and Format

A page is defined as each face of a sheet of paper containing information. Page size shall be 8.5 x 11 inches, not including foldouts, and printed on both sides. Sheets shall be double-sided which will count as two pages. Except for the reproduced sections of the solicitation document, the text shall be Times New Roman and font size shall be no less than 12 points and lines shall be single spaced. 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, bottom, and side. Pages shall be numbered sequentially by volume. These page format restrictions shall also apply to responses to ENs if applicable. These limitations shall apply to both electronic and hard copy proposals.

Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems, layouts, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, be printed only on one side, 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 tables, charts, graphs and figures, the text shall be no smaller than 10 point. These limitations shall apply to both electronic and hard copy proposals.

2.20. Binding and Labeling: Each volume of the proposal should be provided separately in a three-ring loose-leaf binders large enough to permit the volume to lie flat when open.

Staples shall not be used. The outside of each binder shall include a cover sheet, clearly

Section L Section M Proposal PWS

Para. X.x. Para. X.x. Para. X.x. Para. X.x.

marked as to volume number and title, copy number, solicitation identification and the offeror's name. The same identifying data should be placed on the spine of each binder.

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 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

2.21. Electronic Offers: The content and page size of electronic copies must be identical to the hard copies. In the event there is a discrepancy between the hard copy and electronic copy, the hard copy shall take precedence. For electronic copies, indicate on each CD the volume number and title. Use separate files for each volume to permit rapid location of all portions, including subfactor required plans, exhibits, annexes, and attachments if any. The offeror shall submit Volumes I and II in electronic format, using read only CDs (i.e. CD-R). Re-writable CDs (i.e. CD-RW) shall not be used.

Each volume shall be on a separate CD. If files are compressed, the necessary decompression program must be included. 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, as applicable. PDF formats shall NOT be used.

2.22. Distribution: The "original" proposal shall be identified. Proposals shall be addressed to the Contracting Officer and mailed or hand-delivered to:

AFNWC/PZBA

Attn: Melanie Thomas 6014 Dogwood Ave RM 24N Hill AFB, UT 84056 Office (801) 775-4916

2.23. Assumptions: For all proposals on CLIN X001 and CLIN X002 – RVA CLS Annual Support, please assume 400 maintenance tickets are submitted annually per each of the three Missile Wings. Of the total 1,200 maintenance tickets annually at all three Missile Wings combined, assume 200 of those are video failures. Please refer to Bidder’s Library for RVA ticket extract for more details.

3. VOLUME I – PRICE

3.1 General Instructions

3.1.1 The purpose of the pricing volume is to provide the evaluators an understanding of how the price proposal was developed.

3.1.2 The price evaluation criteria of completeness, reasonableness, balance, realism, and Total Evaluated Price (TEP), as defined in Section M of the RFP, will be assessed from the information provided in this volume.

Offerors should review Section M criteria to ensure that the minimum requirements are met.

3.1.3 TEP CLIN Pricing Matrix (see RFP Section J): Offerors shall populate the pricing and cost cells as appropriate. The government will use this worksheet to calculate the TEP. The offeror shall ensure that the sheet matches what is populated in the RFP under Section B

3.1.4 Cost-Reimbursable-No-Fee (CRNF) Contract Line Item Numbers (CLIN):

It is not necessary to propose to this CLIN. The CRNF CLINs will be established when requirements become known, and funds are available.

Actual costs incurred under these CLINs will be reimbursed to the contractor as approved by the contracting officer.

3.2 Cost or Pricing Information Requirements: In accordance with FAR 15.402, 15.403-1(b) and 15.403-3(a), “information other than certified 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 certified cost or pricing data.

If, during the source selection process, the CO determines that adequate competition no longer exists, then certified cost and pricing data may be required.

Information shall be provided in a format that is in accordance with FAR 15.403- 5.

3.3 Pricing Assumptions: Summarize all significant pricing assumptions, scope limitations and/or qualifications of the price proposal. Provide complete rationale for any exceptions that are taken.

3.4 Estimating Techniques and Methods: Offerors shall use generally accepted estimating techniques to develop their estimates for the category rates in the TEP.

3.5 Basis of Estimate (BOE): The offeror shall provide a priced BOE for Cost-Plus Fixed-Fee (CPFF) line items to third level PWS detail. The contractor shall show base labor rates, labor hours, materials (if applicable), a breakout of all indirect rates applied and fee. The offeror shall ensure the statutory requirements of FAR 15.404-4(c)(4)(i) are complied with in regard to fixed-fee. Also, indicate the basis for these elements and reference (if applicable) the current DCMA Forward Pricing Rate Agreement (FPRA), Forward Pricing Rate Recommendation (FPRR), audit or other basis the rates were taken from. Additionally, the offeror shall provide the rationale behind proposed labor hours, labor mix, and any material considered major (defined as material with a unit cost greater than $3,000). The organization of this BOE shall follow the offeror’s technical proposal, and be arranged in a logical fashion.

3.6 Accounting System: Because a portion of the contemplated contract type is other than Firm-Fixed-Price, contractors must indicate whether they have a government approved accounting system and provide evidence of such approval.

If not, the contractor will be required to return a pre-award survey as part of the solicitation documents (see RFP Section J). If a contractor’s accounting system has been disapproved in whole or in part, they shall provide the status of action taken to correct noted deficiencies. Also, the contractor shall identify any deviations from their standard procedures in preparing this proposal.

3.7 Pricing Assumptions: Summarize all significant pricing assumptions, scope limitations, and/or qualifications of the cost proposal. List each exception to the ground rules and assumptions provided in the solicitation and each qualification of the Cost/Price Volume, if any. Provide complete rationale for any exceptions.

3.8 Fixed-Price-Labor-Rate Matrix: The offeror shall populate the Fixed-Price- Labor-Rate Matrix (see RFP Section J) IAW the instructions on the sheet.

3.9 Awardable Tasks (CLINs X010 and X011) shall be proposed using rates and categories included in the Fixed-Price-Labor-Rate Matrix (see RFP Section J).

The offeror will include a breakout of hours applied against labor rates and any other direct costs to verify that labor rates were used IAW the Fixed-Price-Labor- Rate Matrix.

4. VOLUME II – TECHNICAL CAPABILITY

4.1. General - The Technical Capability Volume shall 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, as well as the requirements found in the PWS. Offerors should review Section M criteria to ensure the minimum requirements are met. Provide as specifically as possible the actual methodology you would use for accomplishing / satisfying each subfactor and the requirements found in the PWS. All the requirements specified in the solicitation are mandatory. The plan is acceptable when the offeror demonstrates in detail, an established, feasible, and effective approach for all technical capabilities required for sustainment and installation in accordance with the PWS. It is imperative that you fully describe how you will meet the subfactor requirements. Do not simply copy and paste, rephrase, or restate PWS / Technical Order language for the technical volume. Offeror’s are encouraged to follow the outline of the PWS. The successful offeror’s technical proposal shall be incorporated into the contract by reference. A Performance Work Statement is provided as an attachment to the RFP (see RFP Section J). The PWS represents the government's minimum requirements for the RVA CLS program.

4.2. Format and Specific Content

Technical Capability Volume: The volume should represent the offeror’s complete methodology that will be used to meet all the requirements of the program. The volume should amplify the government’s PWS by describing how the requirements will be accomplished.

The proposed technical volume shall consist of statements identifying discrete actions to be taken by the contractor to meet the requirements of the PWS. The offeror shall use the PWS, CLINs listed in Section B, and all other requirements of this solicitation to propose a technical approach, which expands upon these minimum objectives to the extent necessary to successfully execute the requirements of this program.

4.3. Subfactor One: Software Updates

As part of the technical volume, include an integrated plan to support software / operating systems IAW PWS 3.2.1.3.7 through updates and administration to meet RVA performance requirements as outlined in Section 3 of the PWS.

4.4. Subfactor Two: Transition Strategy

As part of the technical volume, include a transition strategy IAW the Section 3.2.1.3.9 bullet titled Transition Strategy in the PWS.

4.5. Subfactor Three: Plan To Meet Performance Requirements

As part of the technical volume, include a plan to address how it plans on meeting performance requirements MTBF, MTTR, and AO IAW PWS 3.1.

4.6. Subfactor Four: RVA Operations Center Transition Plan

As part of the technical volume, include an integrated plan to address the transition cost and plan for the RVA Operations Center IAW PWS 3.2.1.3.8.

4.7. Subfactor Five: RVA display feed to Wing Command Post (Awardable Task)

As part of the technical volume, include an integrated plan to address the cost and plan for Option 5 of the PWS IAW PWS Option 5.

4.8. Subfactor Six: RVA display feed into TF214/Head Quarters (HQ) 20 AF Tactical Operations Center (Awardable Task)

As part of the technical volume, include an integrated plan to address the cost and plan for Option 4 of the PWS IAW PWS Option 4.

4.9. Subfactor Seven: Information Security / Information Assurance

As part of the technical volume, include an integrated plan to address the Information

Security / Information Assurance IAW PWS 3.2.6, 3.2.6.2, 3.2.6.3, and 3.2.6.3.1.

4.10. Subfactor Eight: RVA Technical Areas

As part of the technical volume, include an integrated plan to address the RVA System technical areas as outlined in Section M 2.3.11.

5. VOLUME III – PAST PERFORMANCE

5.1. Offerors shall submit recent and relevant contracts as defined in Section M. The government will consider this information, along with information obtained from other sources (e.g. Past Performance Information Retrieval System (PPIRS), government and commercial customer interviews and questionnaires, etc.).

Offerors are encouraged to address any performance problems / issues that the government may identify and explain corrective action taken and current status. The government will consider this information in determining the offeror’s past performance rating of acceptable or unacceptable.

An offeror’s failure to address performance problems / issues within this volume does not preclude the government from using such information in determining a past performance rating.

5.2. Offerors shall submit all Past Performance information through the EZ Source Past

Performance Information Tool following the instructions (see RFP Section J). Note that line spacing and font size restrictions do not apply to the pages that are generated by the PPI tool. Contractors should then transmit a copy of the Past Performance Questionnaire (see RFP Section J) to the POC identified in EZ Source for their evaluation. A Sample Letter for offerors to provide POCs is included as an attachment (see RFP Section J).

The government will need subcontractor consent to disclose any past performance information from a company that is submitted as a teaming partner or major subcontractor on this effort (see RFP Section J).

6. VOLUME IV – CONTRACT DOCUMENTATION

6.1. Model Contract / Representations and Certifications: Provide copies in the formats and quantities identified in Table 1.

6.1.1 Section A – Solicitation/Contract Form: Complete blocks 12 (offerors must input

90 days for acceptance), 15A, 15B, 16, 17 and 18 of the SF1447. Signature by the offeror on the SF1447 constitutes an offer, which the government may accept.

6.1.2 Section B – Supplies or Services and Costs / Prices: Do not input pricing information in Section B of the model contract. All required prices shall be proposed in the TEP Worksheet.

6.1.3 Section I – Contract Clauses

6.1.4 Section K – Representations, certifications, and other statements of offerors:

Complete representations, certifications, acknowledgments and statements. Offeror must have filled out an online provision 52.204-08 Annual Representations and Certifications (NOV 2011), Online Reps and Certs (ORCA) at https://www.sam.gov.

The offeror shall complete the Section K provision entitled ―Identification and Assertion of Use, Release, or Disclosure Restrictions (DFARS 252.227-7017) and summarily certify.

The offeror shall include in their proposal identification of all documents or other media as required by clause 252.227-7028. If the offeror does not intend to provide technical data or computer software previously delivered to the government, they shall include a section in their proposal stating such.

6.1.5 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 3.

Table 3 – Solicitation Exceptions

6.2. Other Information Required

Authorized Offeror Personnel – Provide the name, title, telephone number, and email address of the company/division point of contact responsible for negotiating with the government.

SOLICITATION

Document

Page/ Paragraph

Requirement/ Portion

Rationale

PWS, 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

6.2.1.1. Ability to obtain resources – Submit acceptable evidence that your company possesses adequate financial resources to perform the contract. This information will be used as part of the contracting officer’s determination of responsibility IAW FAR 9.104.

Plans Required by Regulation or Policy: Submit the following plans in accordance with applicable FAR/DFARS or PWS Parts. These plans shall be placed in individual binders that are subtitled (e.g. Volume IV, Contract documentation, Property Management Plan).

Provide copies in the formats and quantities identified in Table 1.

6.2.1.2 Property Management Plan: IAW FAR 45.201(c)(4) and 52.245-1(f)(1) establish, implement and submit a property management plan.