REVISED_Section L_PCCIE 15June2023_Final.pdf

a52.212-1 Instructions to Offerors—Commercial Items

LOWEST PRICE TECHNICALLY ACCEPTABLE (LPTA) PROCESS

L-900. INSTRUCTIONS TO OFFERORS

I. Proposal Format

A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. Offerors shall submit only one proposal for the Power Conditioning and Continuation Interfacing Equipment (PCCIE) as the Government will review only one proposal per offeror. Proposals must be received, no later than the date and time specified in Block 8 on the face page of the RFP to the following attention line:

AFLCMC/PZZKA

Attention: Ms. Betty Tobias and/or Ms. Stephanie Rearick 6039 Wardleigh Road, Bldg 1206 Hill Air Force Base, UT. 84056

B. Communications: Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. Exchanges of source selection information, after submission of the initial proposal packages, between the Government and offerors, will be controlled by the Contracting Officer. Email may be used to transmit such information, only if the email can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. Otherwise, source selection information will be transmitted via direct mailing through FedEx or UPS. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To insure the process is working correctly, send a test encrypted message first (without including any source selection information). Otherwise, source selection information will be transmitted via direct mailing through FedEx/UPS or AMRDEC SAFE at https://safe.amrdec.army.mil/safe/guide.aspx. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

*Note: Before you can exchange encrypted email with anyone not on our Global Address List (GAL), you first need to swap certificates one time. To do this, send a digitally signed message to each other. Each recipient then adds the e-mail name to “Contacts” and in doing so, also adds the certificate used for encryption. See instructions below.

Open a digitally signed message from the recipient. Right-click the name in the “From” box, and then click “Add to Contacts” on the shortcut menu. (Shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.) If you already have a contact entry for this person, select “Update new information” from this contact to the existing one. To insure the process is working correctly, the offeror needs to send a test encrypted message first (without including any source selection information).

When you are ready to send an encrypted email, insure encryption is selected and include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email.

https://safe.amrdec.army.mil/safe/guide.aspx

II. Volume Organization

A. General: Proposals shall be submitted to the Government in three separate volumes as set forth below:

Volume Number: Page Limits Number of Copies (Paper and Electronic)

Description

I No Limits 3+3 Completed RFP and Cross Reference Matrix, II 150 6+3 Written Technical Proposal III No Limits 3+3 Cost/Price Proposal

Cost/Price proposal information shall be submitted in written form (1 copy) and CD-R or DVD-R (write once/read only) (1 copy) that is “closed” so that no further writes can be made to the media. CD-R/W or DVD-R/W media types are not acceptable. Media must be virus scanned by the offeror prior to submitting to the Government. Word documents and Excel spreadsheets must be editable and not password protected. The paper and electronic copies shall be clearly identified. Scanned documents in PDF files are NOT acceptable for the Price Proposal section. If there is a discrepancy between the soft and hard copies, the soft copy will take precedence.

In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1. The sealed package used to submit the proposal package must show the time and date specified for receipt. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, i.e. I, II, III, etc. Proposals shall be in the English language and all monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 12 and should be on 8 1/2 x 11-inch paper, excluding any charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., shall not be greater than 11” x 17”. Each volume within the proposal shall be separately tabbed and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats, bindings, or color presentations are not desired or required.

3. The page limitation for Volume II, Written Technical Proposal, is 150 pages. The page limitation includes any charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any cover page, table of contents or list of acronyms (if utilized). Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation, or, sent back to the offeror.

4. Page limitations may be placed on Evaluation Notices (ENs), if issued. The specified limits for EN responses will be identified in the letters forwarding the ENs to the offerors or on the EN form itself.

5. Each page containing proprietary information should be so marked.

6. Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed, including the proposed prices associated with the contract line items in the Schedule of the RFP. If they are not properly filled out, this will result in the offeror no longer being considered.

2. Cross-Reference Matrix: The offeror shall fill out the cross-reference matrix in the RFP Attachments indicating where in its proposal the information can be found as it relates to the RFP. The cross-reference matrix will be utilized as a tool to show critical interrelationships and dependencies among the technical requirements document Performance-Based Work Statement (PWS), the Contract Line Item Number (CLIN), the Contract Data Requirements List (CDRL), Section L (Instructions to Offerors - Commercial Items and the Evaluation— Commercial Items), and Section M (Evaluation Basis for Award). The cross-reference matrix will help an offeror ensure it has responded to all the evaluation criteria and proposal submittal requirements identified in the solicitation. If the matrix conflicts with any other requirement, direction, or provision of this solicitation, the other reference shall take precedence over the matrix. Additionally, to the extent the matrix discloses details as to the manner by which the Government intends to evaluate the offeror’s proposals for award, Section M references in the matrix are for informational purposes only, and the Government shall be obligated to evaluate proposals solely in conformance with Section M of the solicitation.

C. Volume II, Technical Factor

1. General: The written technical proposal shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The proposal should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal.

2. Format and Specific Content: The following information shall be provided in the written technical proposal and will be evaluated to assess technical acceptability in accordance with Section M-900, Evaluation Basis for Award. The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the PWS.

2.1 Subfactor 1: Requirements Compliance

A. Offeror shall provide Support Agreement’s from the Uninterruptable Power Supply (UPS) maintenance organizations of Eaton and Vertiv that meet the requirements stated in IAW PWS paragraph 7.

2.2 Subfactor 2: Program Management

The Offeror shall demonstrate their proposed approach for Program Management. At a minimum, the proposed approach shall demonstrate:

A. Executable administration roles and responsibilities for this contract’s management to include key personnel: prime contractor’s Program Manager, the prime contractor’s Contracts Manager, the prime contractors Service Scheduler.

B. An effective approach and process for worldwide support capability that meets PWS requirements for duration and timeline, dispatch, communication, parts availability, and equipment restoration for systems located in both CONUS and OCONUS locations.

a. Offeror shall provide an example of proposed support for dispatch, communication, parts availability, and equipment restoration for systems at:

i. One CONUS location; and

ii. One OCONUS (overseas) U.S. Base location at any of the following sites: Kadena AB, Japan; Osan AB, Korea; Ramstein AB, Germany; Diego Garcia Atoll; or British Indian Ocean Territory (BIOT).

C. An effective process once a failed UPS system has been identified, (EM situation) from the initial call notification through resolution.

D. An effective process once a failed UPS system has been identified (EM situation) when notified on a weekend or outside of normal office duty hours.

2.3 Subfactor 3: Reporting Activities

A. The offeror shall demonstrate their proposed approach for Reporting Activities. At a minimum, the proposed approach shall thoroughly substantiate all requirements to demonstrate an effective process for performing inventory reporting, documentation, and submittal IAW PWS in paragraph 12.4.1 and 15.8.

2.4 Subfactor 4: Awardable Task

The offeror shall demonstrate their proposed approach for the Awardable Task. At a minimum, the proposed approach shall thoroughly substantiate all requirements to demonstrate an effective approach including step-by-step processes required to:

A. Perform:

a. Scheduling Maintenance

b. Preventative Maintenance Inspection (PMI)

c. Conducting inventory; and

d. Closing maintenance actions

aa. Using the UPS OEM on UPS systems at each of the following locations at Buckley SFB, CO:

i. In Bldg. 442 (Tech Side)

1. Eaton, Model 9395 Serial Numbers: EJ384BAA07, EJ384BAA04, EJ384BAA02, EJ384BAA03

ii. In Bldg. 442 (Utility Side)

1. Eaton, Model 93PM Serial Numbers: EK481UXX03, EK481UXX02, EK481UXX01, EK474UXX01

iii. In Bldg. 730

1. Eaton, Model 9390 Serial Numbers: EA463CAA12, EA465CAA07

iv. In Bldg. 1028

1. Liebert, Model: 38SA060A0A00 Serial Number: 2101200662127020000

bb. Using a third-party provider for EM/PM services at each of the following locations at Buckley

SFB, CO:

v. In Bldg. 433

1. Liebert, NXL 40, Model: 40S400A0AAA32A Serial Numbers: D11C240014, D11C240015, D11D240002, D11D240003

vi. In Bldg. 444

1. Liebert, eXM Model: 47SA030DACG0S03, UPS SN: M18LZB0011

vii. In Bldg. 445

1. Liebert, eXM Model: 47SA030DACG0S03, UPS SN: M18LZB0012

viii. In Bldg. 731

1. Eaton, Model: 9155, Serial Number: BG236FBB06

ix. In Bldg. 1030

1. Liebert, Model: eXM Model: 51SA050BAA00S03 Serial Number:

M18LUS0009

2.5 Subfactor 5: Sample Task

(Subfactor 5: Sample Task is for evaluation purposes only)

The offeror shall demonstrate their proposed approach for Sustainment Activities. At a minimum, the proposed approach shall thoroughly substantiate all requirements to demonstrate an effective approach for the following:

a. Scheduling and performing a full AC/DC capacitor replacement with service report utilizing the OEM, on the following systems at Buckley SFB, CO

x. In Bldg. 433

1. Liebert, NXL 40, Model: 40S400A0AAA32A , Serial Numbers: D11C240014

xi. In Bldg. 442 (Utility Side)

1. Eaton, Model 93PM, Serial Number: EK481UXX03

The offeror shall demonstrate their proposed approach for Sustainment Activities. At a minimum, the proposed approach shall thoroughly substantiate all requirements to demonstrate an effective approach for the following:

a. Scheduling and performing a full UPS battery replacement with service report utilizing a third-party provider, on the following system at Buckley SFB, CO in Bldg. 1028

x. Liebert, Model: 38SA060A0A00 Serial Number: 2101200662127020000

D. Volume III, Price Proposal

1. Cost or Pricing Information All cost or pricing information shall be addressed ONLY in the Price Proposal and Contract Documentation sections. The pricing criteria used for evaluation are: (1) Reasonableness, (2) Balance, (3) Total Evaluated Price

(TEP).

1.1 Price Proposal

The Offeror shall submit a Volume III, Price Proposal which the government will evaluate for reasonableness, balance, and Total Evaluated Price (TEP), as defined in the document identified as 52.212-2 Evaluation— Commercial Items of the RFP will be assessed from the offeror’s information provided in this Section.

All dollar amounts provided should be rounded to the nearest dollar with the exception of loaded labor rates.

Loaded labor rates should be rounded to the nearest penny.

1.2 Price Proposal Information

A. The Offeror is requested to submit hard and soft copies of the price section. If there is a discrepancy between the soft and hard copies, the soft copy will take precedence. For electronic copies, submit the price section on virus-free CDs using Microsoft Word and Microsoft Excel worksheets as appropriate. Word documents and Excel spreadsheets must be editable and not password protected. Each disk shall be clearly labeled. The paper and electronic copies shall be clearly identified. Scanned documents in PDF files are NOT acceptable for the Price Proposal section. Pricing shall be submitted in supplied Microsoft Excel format.

B. IAW FAR 15.403-1 (b) and 15.403-3 (a), information other than pricing data may be required to support price reasonableness and balance. Information shall be provided IAW FAR 15.403-5. If, after receipt of proposals, the PCO determines that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit pricing data.

1.3 Section Organization

The Price section shall consist of the following sections, and those proposed rates shall be contractually binding.

SUBSECTION 1 - Table of Contents; summary descriptions of estimating, purchasing, and accounting systems; changes to estimating, accounting practices, or Cost Accounting Standards (CAS) Disclosure Statement; provide abbreviations and acronyms used in the price section; state the period for which the proposal is valid.

SUBSECTION 2 - Pricing information and supporting data, to include estimating methodology. With regards to your accounting system, indicate whether you have Government approval of accounting systems and if so, provide evidence of such approval. If the offeror currently does not have an approved accounting system please inform the Contracting Officer as soon as possible in order to start the process of accounting system review. Also, identify any deviations from your standard procedures in preparing this proposal.

SUBSECTION 3 - Other information such as base support, termination costs, and inflation rate summary and explanation. List each exception to the ground rules and assumptions provided in the solicitation and each qualification of the Price section, if any. Provide complete rationale for any exceptions.

SUBSECTION 4 – The offeror will complete the Excel file found in the Pricing Table located in the List of Documents, Exhibits, and other Attachments IAW the instructions tab. This completed worksheet will be utilized to develop the TEP. The TEP is for award determination purposes only and will be considered in the Lowest Price Technically Acceptable (LPTA) award decision. However, all proposed hourly and composite rates shall be contractually binding. The formula for application of hours and the notional hours used will not be disclosed to the offerors.

• Offerors shall input fixed price hourly rates for all categories and years identified in the Pricing Table, CLINS 0001 through 0005 Tabs.

• Offerors shall input fixed composite rates for all categories and years identified in the Pricing Table, [CLIN 0006 Fixed Price Hourly Rates] Tab. These rates will be used for CLIN 0006 items on the contract. These fully loaded labor hour rates shall include a base labor rate, overhead, G&A, profit/fee, and any other indirect costs that are an established and approved part of an Offeror’s accounting system.

• Offerors shall input fixed composite rates for all categories and years identified in the Pricing Table, CLIN 0007 Travel Cost Reimbursable Table Tab. These rates will be used for overseas travel on the contract. The Contractor shall follow travel requirements using guidance provided in this PWS and the attachments by coordinating with the PCCIE POCs. Travelers shall submit travel requests and obtain approval from the PCCIE COR or Contracting Officer before any travel occurs for any support to any UPS, batteries or capacitors. Airfare for travel and Per Diem shall be billed IAW Federal Acquisition Regulations (FAR) (available at https://www.acquisition.gov/browse/index/far). Per Diem rates can be found at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm. The Contractor is responsible for making all necessary travel arrangements.

*Note: CLIN 0001 through CLIN 0005 shall have travel included in price for CONUS, JBER, Eielson, Clear, Oahu, Maui and Big Island Hawaii. All other locations for CLIN 0001 through CLIN 0005, travel will be added to order based on CLIN 0007 https://www.acquisition.gov/browse/index/far http://www.defensetravel.dod.mil/site/perdiemCalc.cfm