MAC III Section L.pdf

SECTION L

INSTRUCTIONS TO OFFERORS (ITO)

Power Conditioning and Continuation Interfacing Equipment (PCCIE)

1. PROGRAM STRUCTURE AND OBJECTIVES

The government intends to award up to three (3) Indefinite Delivery Indefinite Quantity (IDIQ) contracts for the Power Conditioning Continuation Interfacing Equipment (PCCIE) office in Fiscal Year 2021, and reserves the right to increase the number of contractors later during the life of the contract as needed via the “On-Ramp” Section H contract clause. The contractor will perform Uninterruptable Power System (UPS) system acquisitions as referenced in the System Requirements Document (SRD) and the Statement of Objectives (SOO).

2. PROPOSAL PREPARATION INSTRUCTIONS

2.1. 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. The response shall consist of three (3) separate volumes: Volume I - Price Proposal, Volume II - Technical Proposal, and Volume III – Contract Documentation.

2.2. This document 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 in accordance with these instructions. Any offeror who submits an incomplete package may be considered non-responsive. The offeror shall be compliant with the requirements as stated in the Statement of Objectives (SOO), System Requirements Document (SRD), Contract Data Requirements List (CDRL), and Model Contract.

Non-conformance with these instructions may result in an unfavorable proposal evaluation.

2.3. The proposal shall be clear, 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, 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.

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

2.5. 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 documentation volume that the proposal is valid through this date, for a minimum of 365 days from solicitation closing.

2.6. In accordance with FAR Subpart 4.803(a)(10) (Contents of 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.

2.7. Point of Contact – The Procuring Contracting Officer (PCO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the PCO. Written requests for clarification may be sent to the PCO at the address below:

AFLCMC/PZZKA

Attn: Wade Pilcher 6039 Wardleigh Road, Bldg 1206 Hill AFB, UT 84056-5838

2.8. 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 preaward debriefing or they may choose to wait until after the source selection decision to request a postaward 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 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 is reminded that the government reserves the right to award this effort based on the initial proposal, as received, without discussion.

2.10. Electronic Reference Documents – All referenced documents for this solicitation are available on the System for Award Management (SAM) web site at https://www.beta.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.

2.11. Communications - Exchanges of source selection information between government and offerors will be controlled by the CO. Email may be used to transmit such information to offerors only if the email can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line. See Attachment L-4 for email encryption instructions.

Exchanges with industry may also be sent through Department of Defense (DoD) file sharing sites (DoD SAFE). Otherwise, source selection information will be transmitted via postal service.

All inquiries must be submitted via e-mail to the PCO, Mr. Wade Pilcher at wade.pilcher@us.af.mil will be answered and posted to SAM as quickly as possible during the proposal preparation period.

2.12. Oral Presentation – Oral presentations will not be allowed.

2.13. Amendments to Solicitation – If this Request for Proposal 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 Standard Form 30.

2.14. Submission, Modification, Revision and Withdrawal of Proposals

2.14.1. Proposals and modifications to proposals shall be submitted in both paper and electronic media to the address located in paragraph 2.7 of this document, and 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.

2.14.2. 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 https://www.beta.sam.gov/ statements of government personnel. It is the offeror’s responsibility to ensure receipt of proposals by the government.

2.14.3. Proposals may be withdrawn by written notice received at any time before award.

Proposals may 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.

2.15. Organization/Number of Copies/Page Limits

2.15.1. The title page of each volume must show the following:

2.15.1.1 Solicitation Number

2.15.1.2 Company name, address, Commercial and Government Entity (CAGE) Code, Data Universal Numbering System (DUNS) Number, telephone number and e-mail address of the offeror.

2.15.1.3 Volume number and name (i.e. Volume II, Technical Volume) and copy number (i.e. Original, copy 1, copy 2, etc.)

2.15.2. The offeror shall prepare the proposal as set forth in the Proposal Organization Table

(Table 1 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 and with the number of copies specified in Table 1. The volumes identified in the table shall be separately bound in three-ring, loose- leaf binders, as necessary. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Table 1 - Proposal Organization

2.15.3 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 (for paper copies) will be shredded. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the ENs to the offerors.

2.15.4 Each page shall be counted except the following: blank pages, brochures, title pages, tables of contents, tabs, glossaries, and those noted in the Proposal Organization Chart as unlimited.

VOLUME Section L Paragraph Number

VOLUME TITLE COPIES PAGE LIMIT

I 3.0 Price Original Hardcopy, and 2 CD

Unlimited

II 4.0 Technical Original Hardcopy, and 2 CD

III 5.0 Contract Documentation

Original Hardcopy, and 2 CD

Unlimited

2.16 Pricing Information – All pricing information shall be addressed ONLY in the Price and Contract

Documentation Volumes. Work hour estimates, and material kinds and quantities (excluding dollar amounts/prices) may be used in other volumes, only as appropriate for presenting rationale for the technical approach.

2.17 Ensure that the electronic copies are identical to the hardcopies when printed. Electronic copy will take priority when a discrepancy is identified between the two.

2.18 Classified Information - No classified proposals shall be submitted. Proposals shall be in compliance with the DD Form 254 and contract security requirements.

2.19 Cross Referencing:

2.19.1 Each volume shall be written on a stand-alone 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.

2.19.2 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 SRD, SOO and subfactor. 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

Section L Section M Proposal SRD, SOO CLIN CDRL Vol

Para. X.x. Para. X.x. Para. X.x. Para. X.x. 0001 A001 I

2.20 Indexing:

2.20.1 Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.20.2 Include an indexed list of Tables and Figures.

2.20.3 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.

2.21 Page Size and Format:

2.21.1 A page is defined as each face of a sheet of paper containing information. Page size shall be 8.5 x 11 inches, shall not include any foldouts, and shall be 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 apply to responses to Evaluation Notices (ENs). These limitations shall apply to both electronic and hard copy proposals.

2.21.2 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, legible and shall not exceed 8-1/2 by 11 inches in size. For tables, charts, graphs and figures, the text shall be no smaller than 10 point font; however, tables shall be used sparingly and shall not be used in place of text. These limitations shall apply to both electronic and hard copy proposals.

2.21.3 All portions in the electronic version of the proposal shall be searchable for text in the host program. This includes narratives as well as all tables, charts, and figures.

2.22 Binding and Labeling: Each volume of the proposal should be separately bound in a three-ring loose-leaf binder, which shall permit the volume to lie flat when open. Staples shall not be used.

The outside of each binder shall include a cover sheet, clearly marked as to volume number, 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.

2.23 Electronic Offers:

2.23.1 The content and page size of electronic copies must be identical to the hard copies. 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 of the proposal, including subfactor required plans, exhibits, annexes, and attachments, if any. The offeror shall submit Volumes I through III in electronic format, using read only CDs (i.e. CD-R, DVD-R). In no case, shall the offeror use re-writable CDs (i.e. CD-RW). 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) Office Suite 2016 or Adobe PDF format, as applicable.

2.23.2 For electronic submissions, the file naming convention for the proposal volumes is as follows. You may expand on these files names as appropriate; just provide a list of the content of each.

Volume File Name Price company name price.xxx

Technical company name tech.xxx Contractual Documentation company name contract.xxx

*Note: xxx = appropriate default file extension for MS Office suite / Adobe document type

2.23.3 The Table of Contents in the soft copies of all proposal volumes, shall be hyperlinked to the corresponding material within each proposal volume such that “clicking” the mouse on an item in the Table of Contents will take the reader to the corresponding section within the body of the proposal volume. Any heading or sub-heading appearing in the Table of Contents shall be hyperlinked as described above. In addition, any reference within the body of the proposal volume that refers the reader to another location within the referring document shall be hyperlinked in the manner described above. A hyper-link referencing a location that is different from the location hyper-link name is not acceptable.

2.24 Distribution – The "original" proposal shall be identified. Proposals shall be addressed to the PCO and mailed or hand-delivered to the contact information referenced in 2.7 of this document.

3. Volume I – Price

3.1. Provide a copy of the most current commercial price list for all UPS and UPS related equipment items that meet the SRD in the UPS tab of the Pricing Workbook.

3.2. Include a copy of the cost proposal for the awardable task using the form outlined in the Pricing

Workbook on the “CLIN Structure” tab.

3.3. Insert proposed units and extended prices, in accordance with the Pricing Workbook. All dollar amounts provided shall not exceed two decimal places.

3.4. Cost or Pricing Information Requirements – In accordance with 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. Pricing Assumptions - Summarize all significant pricing assumptions, scope limitations and/or qualifications of the Price proposal. The offeror’s proposal shall be valid through time of award.

3.5. Estimating Techniques and Methods - When responding to the Price Volume requirements in the solicitation, the offeror may use any generally accepted estimating technique to develop their proposal. Provide a summary description of your standard estimating system or methods.

4. Volume II – Technical

4.1. Subfactor One – Technical Equipment: Provide equipment specifications and refer to Section M

4.2.1 for specific SRD requirements. A brief narrative will be required summarizing UPS technical compliance.

4.2. Subfactor Two – Design: The offeror shall propose an approach that clearly demonstrates evidence of the full capability and experience their team possess for executing a Design Survey and associated work to meet all the SRD requirements. Provide design experience and capability for each of the following six categories; See section M 4.2.2.

Table 3 – UPS Categories

The format shall contain the following elements:

I. Name and location of the site, include contact information, site POC and phone number with area code

II. Scope of work III. Description of findings IV. Load measurements V. Calculations VI. Recommendation(s) VII. Restriction (if any) and solution

Category 1 Category 2 Category 3 Category 4 Category 5 Category 6 3-50kVA 60-100kVA 125-180kVA 200-400kVA 500-750kVA 800-1100kVA +

Demonstrate the company’s technical experience by supplying three (1) UPS design in each of the above categories; one (1) of which must be OCONUS

VIII. Existing and proposed drawings IX. Site specific requirements and how they dealt with cutovers, outages, etc.

4.3. Subfactor Three - Program Management: Shall describe offeror’s management approach in sufficient detail to allow assessment of Subfactor 4.2.3 as described in Section M.

4.3.1. Subcontractor and Supplier Relationships:

Demonstrate measures to ensure early identification of subcontract problems and the timely application of corporate resources to preclude subcontract problems from impacting overall contractor performance. Provide a commercial small business subcontracting plan, as applicable.

4.3.2. Emergency/Problem Resolution:

Demonstrate ability to support Continental United States (CONUS) and overseas sites (OCONUS) within the time constraints specified in the SRD 5.0. Demonstrate ability to support with fully trained and experienced personnel.

4.3.3. Worldwide Capability:

Provide information that describes the company’s processes to manage, direct, control and transfer employees to other projects/jobs. Demonstrate worldwide capability and ability to support worldwide, simultaneous installations.

4.3.4. Task Order Proposal Capability:

Demonstrate the company’s process for submitting timely and complete competitive task order proposals in accordance with SRD 6.2.

4.3.5. Power Distribution Audits/Studies:

Demonstrate and provide your process for conducting a Power Distribution Audit/Studies in accordance with SRD, Appendix A, Exhibit B003.

4.4. Subfactor Four – Awardable Task: Shall describe the offeror’s approach in sufficient detail to allow assessment of Subfactor 4.2.4 as described in Section M.

4.4.1. The Awardable Task is for the purpose of technical evaluation. Under this sub-factor, bona-fide requirements, typical of task-types encountered under the previous contract will be described/solicited, with a Requirements document (attachments 3). For purposes of the technical evaluation, the offeror will respond with a narrative installation plan, performance schedule, equipment proposed, materials, hours and rates, consistent with bid labor categories, as applicable. Tasks will be evaluated under this Technical sub-factor on Approach, Labor types/skills, effective performance schedule and the hours proposed. For purposes of evaluation;

prices, consistent with those submitted with the Pricing Workbook, (solicitation attachment 2) should be part of each task proposal. The Pricing Workbook itself, however; will be evaluated under the Price/cost factor (Total Evaluated Price). The offeror shall provide a technical proposal in accordance with the requirements document. (See Section J)

4.4.1.1. Electrical One-Line Drawings/Diagrams - Provide electrical one-line drawings in accordance with the sample task, SOO, and SRD.

4.4.1.2. Cost Proposal - Provide cost proposal in accordance with the sample task, SOO, and SRD.

4.4.1.3. Installation Plan - Provide installation plan in accordance with the sample task, SOO, and SRD.

4.4.1.4. Minimum Guaranteed Order – The Awardable Task will serve as the basic contract’s minimum guaranteed order and vendors will be eligible to receive $3,000.00 on CLIN 0001 for their design packages.

5. Volume III - Contract Documentation (while not identified as a factor, the CO will evaluate compliance)

5.1 Model Contract/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 solicitation, and any applicable amendments.

5.1.1. Section A - Solicitation/Contract Form - Completion of OFFER, blocks 12-18, ensuring authorized signature by the offeror.

5.1.2. Section B - Supplies or Services and Prices - The offeror shall complete Section B. The contract clauses pertinent to this section and that are required to be filled-in will be completed on each individual task order.

5.1.3. Section F - Deliveries or Performance - Alternate delivery schedules are not acceptable as this is an Indefinite Delivery/ Indefinite Quantity award. Failure to meet the solicitation’s required delivery will result in ineligibility for award. Specific delivery requirements shall be addressed in each resulting Task/Delivery order placed under the resulting contract.

5.1.4. Section G - Contract Administrative Data - Upon Award, Section G data will be provided by the government at the delivery order level.

5.1.5. Section I - Contract Clauses: The offeror shall complete necessary fill-ins in Section I and submit only pages that require a fill-in. The offeror shall comply with the clauses specified within Section I of the Model Contract. Furthermore, any reference of a clause and/or provision in the solicitation will be adhered to and included in the resulting contract. All laws, regulations, and statutory authorities will also be applied within the model contract.

5.1.6. Section K - Representations, Certifications, and other Statements of Offerors Completed representations, certifications, acknowledgments, and statements.

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 sub-factors. 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 specifically identify the paragraph(s) and/or specific part(s) 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 4.

Table 4 - Solicitation Exceptions Solicitation Document Page/Paragraph Requirement/Portion Rationale

SRD, SOO

Model Contract, etc.

Applicable Page and Paragraph Numbers

Identify requirement or portion to which exception is taken

Describe why the requirement can/will not be met

5.3. Other Information Required

5.3.1. 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. Additionally, please provide the name and telephone number of the CEO, Division President, and/or Vice President.

5.3.2. Government Offices: Provide the mailing address, telephone and fax numbers and facility codes for the cognizant Contract Administration Office, Defense Contract Audit Agency (DCAA), and Government Paying Office. Also, provide the name and telephone and fax number for the Administrative Contracting Officer (ACO).

5.3.3. 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.

6. List of Attachments: Section L attachments listed below are provided as separate files.

Attachment 1: Cross Reference Matrix