Sec_L_Attch_8_EZ_Source_Instructions_03_Feb_14.docx

Section L Attachment 8 EZ Source Instructions Electronic Format for All Proposal Volumes

When submitting electronic versions of their proposal, offerors shall follow these instructions:

a. Electronic storage media shall be submitted in one of the following formats:

CD-R or DVD-R.

b. Submitting documents using Microsoft Office 2010:

1. Word documents – Set "Save as type" to "Word Document (*.docx)" only.

1. Excel spreadsheets – Set "Save as type" to "Microsoft Excel Workbook (*.xlsx)."

1. PowerPoint presentations – Set "Save as type" to "Microsoft PowerPoint 2010 Presentation (*.pptx)."

1. Project schedules – Set "Save as type" to "Microsoft Project 2007 Schedule (*.mpp)."

c. Submitting documents using Microsoft Office 2007:

1. Word documents – Set "Save as type" to "Word Document (*.docx)" only.

1. Excel spreadsheets – Set "Save as type" to "Microsoft Excel Workbook (*.xlsx)."

1. PowerPoint presentations – Set "Save as type" to "Microsoft PowerPoint 2007 Presentation (*.pptx)."

1. Project schedules – Set "Save as type" to "Microsoft Project 2007 Schedule (*.mpp)."

d. Submitting documents using Microsoft Office 2003:

1. Word documents – Install the Office Compatibility Pack from www.microsoft.com

1. Excel spreadsheets – Install the Office Compatibility Pack from www.microsoft.com

1. PowerPoint presentations – Install the Office Compatibility Pack from www.microsoft.com

1. Project schedules – Install the Office Compatibility Pack from www.microsoft.com

e. Submit any Microsoft Project files in Microsoft Project 2007. There are no special “save” functions required for later versions of Project.

f. Submit PDF documents using only Adobe Acrobat 9.0 or later. Do NOT submit any documents in PDF format that are copied as “images.” When creating PDF files always create to enable textual search and copy functions.

Past Performance Information (PPI) for Offerors

Offerors must use the PPI Tool (Use latest version from FBO.gov) in order to electronically submit 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.mdb).

Note: PPI Tools saved in Microsoft Office versions 2007 and greater will be saved with “.accdb” file extension. Files saved with versions less than Microsoft Office 2007 will be saved with “.mdb” 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 . The “Security Alert” pop-up screen displays.

Figure 1: Security Alert Pop-up

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.mdb).

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

Figure 2: Setup Pop-Up

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

Figure 3: Application Setup Screen

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

Figure 4: Continue the Application Setup

6. 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

7. Click the “Step 1: Set up Business Relationships” button to create a business relationship, if applicable, for each contributing contracting organization 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

8. 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

9. 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 contracting organization.

· Responsibilities: Detail responsibilities of specified contracting organization.

10. 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.

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

12. Click the “Step 2: Enter Past Performance Information (PPI)” buttonto enter the Past Performance Information. The “Past Performance” screen displays.

Figure 8: Past Performance

13. 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

14. 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 contractor.

· 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:

· 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.

· 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.

· Period of Performance (mm/dd/yy)

· Start Date: Input start date of contract.

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

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

· 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:

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

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

· ****If applicable: Provide information on 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 experience on this program is relevant for each subfactor under the Technical Factor in Section M of the RFP, including any unique aspects that demonstrate relevancy in this effort: Provide evidence to support how the contract referenced has relevant experience and demonstrates the ability to perform the solicitation requirements as described in Section M of the RFP. As applicable, address how the proposed reference relates to each of the Technical Subfactors.

· Include relevant information concerning your compliance with FAR 52.219-8, Utilization of Small Business Concerns, on the contract you are submitting: Enter the information if applicable.

· Identify whether a subcontracting plan was required for the contract you are submitting. If one was required, identify in percentage terms the planned versus achieved goals during contract performance. Explain why goals were not met, if applicable: Enter the information if applicable.

· 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 experience 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.

15. 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.

16. 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. Enter the filename as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA861710R6158.mdb).

· 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.

Exchanging Encrypted E-Mail Instructions

In order to exchange encrypted email, the sender must have the intended recipient’s encryption certificate. There are a couple of different ways to do this:

Automatically retrieve the certificate from the AF GAL Outlook will automatically retrieve the encryption certificate from the AF GAL as long as the recipient has their current CAC certificate published. If a certificate is not available, you may need to ask the recipient to re-publish their CAC certificates.

If the recipient is not within the AF GAL, you will need to try one of the other options below.

Exchange digitally signed emails

1. Request a digitally signed message from the intended recipient. Outlook should attach the necessary encryption certificate to that signed message.

2. When you receive the signed message, open it.

3. Right-click the person’s name in the From: field.

4. Select Add to Outlook Contacts.

5. Click the Certificates button in the Contacts menu tab, and verify an encryption certificate was found in the digitally signed message. If there is no certificate listed, you will need to verify with the person that their email desktop client is set to send encryption certificates with digitally signed messages, and resend the message. If you are still unable to see a certificate, you will need to move to one of the two remaining options.

6. Click the Save & Close button.

Note: if you already had an Outlook contact with the same email address, Outlook may ask if you want to update the existing contact

7. You should be able to encrypt email to this person now.

Download certificate from an external directory server.

Some certificate authorities may have a directory server that would allow external users to search for and download certificates. The availability of this service would depend on the particular certificate authority that issued the person’s encryption certificate. This information would have to be provided to you from the person you are trying to exchange encrypted email with.

Export and exchange certificates manually via email This option requires actions to be taken by both the sender and the intended recipient of the encrypted email messages.

Recipient:

1. Open Internet Explorer.

2. Click on Tools from the menu.

3. Click on Internet Options.

4. Click on the Content tab.

5. Click on the Certificates button.

6. Select your encryption certificate within the list of Personal certificates.

a. Expand the Friendly Name column

b. Select the one that indicates “encryption certificate”

c. If you are uncertain, you may need to ask your computer support staff.

7. With your encryption certificate selected, click the Export button.

8. Click Next in the Certificate Export Wizard.

9. Ensure No, do not export the private key is selected, and click Next.

10. Select the DER encoded binary X.509 format, and click Next.

a. If the above does not work, export as a base-64 encoded cert.

11. Chose a file name and location for the file, and click Next.

12. Review the settings, and click Finish.

13. Go to the folder where the certificate file was saved, and rename it from a .CER extension, to a .TXT extension. This is required so that when the file is emailed (next step) it will not be stripped out by the email gateway servers.

14. Send the renamed certificate file via email to the sender. Note: this file represents the public key of your encryption certificate, so there are no security concerns for sending this in plain text.

Sender:

1. When the recipient’s email arrives, save the attached .TXT to your hard drive.

2. Rename the .TXT file back to .CER.

3. If you haven’t already done so, create an Outlook Contact card with the recipient’s name and email address.

4. In the Outlook Contact window, look for the Certificates button.

5. Click the Import button.

6. Navigate to the .CER file that you received from the recipient, and click Open.

7. The Certificate name should now appear in the Certificates list.

8. Highlight the certificate, and press the Properties button.

9. If the certificate information on the General tab indicates there is a problem validating the certificate (as shown by a yellow exclamation point or red ‘x’ on the certificate icon), continue the steps below. Otherwise, click OK and skip to step 10.

a. Click the Trust tab.

b. Select Explicitly Trust this certificate, and press OK.

10. Click Save & Close.

11. You should now be able to send an encrypted message to the recipient.

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