Section L v6 Final 30 June (1).pdf

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Support Section L – Instructions, Conditions, and Notices to Offerors

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR OR RESPONDENTS FOR

PROPOSAL PREPARATION USING LOWEST PRICE TECHNICALLY ACCEPTABLE

PROCEDURES

1.0 GENERAL INSTRUCTIONS

The Government intends to select one small business contractor for the CRC CLS Contract. However, the Government reserves the right not to award a 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 contracts without discussions.

2.0 GENERAL INFORMATION

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 package 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), and Contract Data Requirements Lists (CDRLs).

2.2 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 proposal.

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

2.4 In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals.

2.5 Points of Contact

The Contracting Officer (CO) and Buyers are the points of contact for this acquisition. Address any questions or concerns you may have via email to the CO/Buyers below:

AFLCMC/HBDK/C3BK

Attn: Wendy Farley Wendy.Farley@us.af.mil mailto:Wendy.Farley@us.af.mil

AFLCMC/HBDK/C3BK

Attn: Mitch Gooslin mitchell.gooslin@us.af.mil

AFLCMC/HBDK/C3BK

Attn: Carlos Michel carlos.michel@us.af.mil

2.6 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.

2.7 Post Award Debriefings

The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. Notification will be given either; pre-award if excluded from competitive range, or post-award if unsuccessful, but not both. 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.

2.8 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 via email 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 discussions.

2.9 Electronic Reference Documents

All referenced documents for this solicitation are available on http://www.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.

2.10 Oral Presentation

Oral presentations will not be allowed.

2.11 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.

2.12 Submission, Modification, Revision, and Withdrawal of Proposals

2.12.1 Proposals and modifications to proposals shall be submitted electronically via DoD Safe (https://safe.apps.mil/). A request for drop-off will need to be requested via email to the contacts in paragraph 2.5. Late proposals will only be considered IAW FAR 15.208.

mailto:mitchell.gooslin@us.af.mil mailto:carlos.michel@us.af.mil http://www.sam.gov./

2.12.2 Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the DoD SAFE site when sent.

2.12.3 Proposals may be withdrawn by authorized persons only by email 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 of withdrawal for the proposal before award.

2.13 Organization/Number of Copies/Page Limits

2.13.1 The title page of each volume must show

2.13.1.1 Solicitation Number

2.13.1.2 Company name, CAGE code, UEI Number, and address

2.13.1.3 Primary Point of Contact name, title, telephone number and email address

2.13.1.4 Volume number and name (e.g. Volume I, Executive Summary) and copy number (i.e. Original, copy 1, etc.)

2.13.2 The offeror shall prepare the proposal as set forth in the Proposal Organization table below.

The volumes identified in the table shall be identified in the contents of each volume and numbered appropriately. The contents of each proposal volume are noted in the table below.

Table 1: Proposal Organization

VOLUME ITO Paragraph Number

VOLUME TITLE COPIES

(Electronic)

PAGE

LIMIT

I, II 4 Technical 1 30 III 5 Price 1 Unlimited

2.14 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 an email will be sent from the Procurement Contracting Officer (PCO) noting what was not acceptable for evaluation. Page limitations shall be placed on responses to Evaluation Notices (EN). 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 cover pages, tables of content, tabs, glossaries, master cross reference matrix, resumes, and letters of intent.

2.15 Pricing Information

All pricing information shall be addressed ONLY within the Price Volume.

2.16 Cross Referencing

2.16.1 To the greatest extent possible, each volume shall be written on a standalone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which 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 where its use would conserve space without impairing clarity.

2.16.2 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 PWS and sub factors. 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 sub factor.

Table 2: Sample Cross-Reference Matrix

Section L Section M Proposal PWS Para. X.x. Para. X.x. Para. X.x. Para. X.x.

2.17 Indexing

2.17.1 The Technical volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.17.2 Include an indexed list of Tables and Figures. Tables and Figures do not count against the page limitations for their respective volumes.

2.17.3 Glossary of Abbreviations and Acronyms – The Technical 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.1.15 Electronic Format

2.18 Electronic Format

Electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2021, MS Excel 2021, and MS-Power Point 2021, as applicable. PDF formats shall NOT be used.

2.19 Distribution

All copies of the proposal shall be emailed via DoD SAFE to the following:

AFLCMC/ HBDK/C3BK

Attn: Wendy Farley Wendy.Farley@us.af.mil

AFLCMC/ HBDK/C3BK

Attn: Mitch Gooslin mitchell.gooslin@us.af.mil

AFLCMC/HBDK/C3BK

Attn: Carlos Michel carlos.michel@us.af.mil mailto:Wendy.Farley@us.af.mil mailto:mitchell.gooslin@us.af.mil mailto:carlos.michel@us.af.mil

3.0 Volume I - Executive Summary

Provide a concise narrative summary of the entire proposal, including significant risks and a highlight of any key strengths or unique features, excluding price. Provide the name, title, address, telephone number, and email address of the offeror’s point of contact who is authorized to make decisions regarding the proposal, can obligate the offeror’s company, and can negotiate with the government.

Include the following information for the offeror: complete name, CAGE code, address, City, State and zip code;

UEI number, facility code, and certified size of business based on the NAICS code included on Page 1 of the solicitation. Include the cognizant DCMA DODAAC, ACO name and contact information.

If a subcontractor is being used, provide the same information for all subcontractors and certify that at least 50% of the effort will be accomplished using Prime Contractor employees.

4.0 Volume II – Technical

4.1 General

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. Responses will be evaluated against the Technical subfactor metrics defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.2 Organization

The Technical Volume shall contain the following proposal content sections, as well as address the following evaluation Factor 1 – Mission capability and the corresponding sub-factors shown below:

• Table of Contents

• List of Tables and Drawings

• Five Sub-Factors

• Subject Matter Experts (SME’s)

• Contractor’s Facility and SIPRNet Connection Technical Capability

• Organization and Management

• Transition Plan

4.3 Format and Specific Content

4.3.1 Factor 1 – Mission Capability

Mission Capability and Proposal Risk shall be addressed in the Technical volume. In this volume, address your proposed approach to meeting the requirements of each Mission Capability sub factor, as well as the risks in your proposed approach in terms of mission capability/performance, cost, and/or schedule.

4.3.2 Sub factor Proposal Preparation Instructions

4.3.2.1 Sub factor 1: Subject Matter Experts

Describe the Subject Matter Experts currently on staff, as well as your approach to staff, if needed, additional personnel to meet the requirements set forth in PWS paragraph 10.4.

Include details on recruitment, training, retention, and specific qualifications and certifications, to include resumes. Provide examples of how you have successfully met similar requirements in past contracts.

4.3.2.2 Sub factor 2: Contractor’s Facility and SIPRNet Connection

The offeror shall provide a detailed description of the contractor’s facility and locations to meet the facility requirements in PWS paragraph 8.1 and 14. If you don’t have a current facility with SIPRNet connection, describe how you plan to have a fully functional SIPRNet connection within 90 days of contract award. Include details on the size, security measures, equipment, and compliance with relevant standards, to include the facility SIPRNet Authority to Operate (ATO).

Facilities and Equipment: Describe your facilities and their locations. Describe any unique support equipment, capabilities and interfaces in supporting the systems listed IAW PWS paragraph 10.1 – 10.2 & 10.11.4. Describe process to track provided GFP/E IAW PWS paragraph 8.1-8.2. Describe how you will meet the National Institute of Standards and Technology (NIST) SP 800-172 CMMC level 3 requirements in PWS paragraph 4.3.2.

4.3.2.3 Sub factor 3: Technical Capabilities

Describe your approach for meeting the full range of contract requirements set forth IAW PWS paragraph 10.1 – 10.2 & 10.11.4. Demonstrate how you will meet the requirements of the PWS.

4.3.2.4 Sub factor 4: Organization and Staffing Management

The offeror shall provide an organizational structure and plan. The proposed organizational structure shall describe how the offeror’s capabilities will be met IAW Section 10.4 of the PWS.

The plan should explain how the organizational structure and plan will facilitate coordinating activities to accomplish the task with minimal Government intervention while maintaining effective communication between the Government and the Offeror.

Explain in the plan how your organizational approach supports accomplishment of tasks in a timely manner and resolution of issues related to those tasks. Also include the names and locations of offices/facilities if different from above section 4.3.2.2.

Describe the process for submission of deliverables to the Government, including acceptance of the various data submissions required by the individual CDRL’s.

Provide your strategy to acquire expertise and methods to maintain/train personnel.

Describe your plan for how to retain qualified personnel, or attracting additional personnel to meet the requirements stated IAW PWS Section 10.4. List professional organizations/affiliations and means to assure personnel remain versed on current and evolving technologies.

Demonstration of accomplishing a ‘Field Maintenance Request’ (FMR) is requested to include internal communication, communication with the Air Control Squadron (ACS) Unit, and communication with the Program Management Office (PMO), and demonstrate the labor categories supporting the FMR process.

4.3.2.5 Sub factor 5: Transition Plan

The offeror shall provide a Transition Plan to initiate CLS services from date of award of this requirement. The transition shall not exceed 60 days, after contract award IAW PWS Section 17. Offeror shall provide a detailed 60-day strategy, to include methodology, staffing, continuation at contract award of system support, and proposed schedule required to perform all logistics support requirements. It shall capture the core activities identified in the PWS Section 17, including provision of necessary assistance in transferring GFP/E/M at the end of the contract to the follow-on CLS contractor.

5.0 Volume III – Price

5.1 General Instructions

Completion of the RFP, Contractor Labor Rate Matrix (Volume III), will represent the pricing used for a model contract and section B. The government will complete section B once the Offeror completes the Contractor Labor Rate Matrix, included in the solicitation package. Complete, sign and date the RFP and all modifications thereto. Complete all fill-ins for clauses and provisions in the RFP and all modifications.

5.1.1 Cost/Price Reasonableness and Realism

This section is to assist the offeror in submitting data other than certified cost or pricing data that is required to evaluate the reasonableness, balance, affordability, realism (if deemed necessary from the cost proposal), and Total Evaluated Price (TEP) of the offeror’s proposed cost and price.

Compliance with these requirements is mandatory and failure to comply may result in rejection of the offerors proposal. Offers shall be sufficiently detailed to demonstrate their acceptability in all of the above criteria. The burden of proof for credibility of proposed costs and prices rests with the offeror.

5.1.2 Labor Rate Matrix Instructions

The contractor must fill in the Contractor Labor Rates Matrix and submit the labor hour rates that shall be fully burdened rates and include all indirect labor, general and administrative (G&A), facilities capital cost of money (FCCOM) costs (as applicable). Be sure to include the percentage of FCCOM (if applicable) in the rates to ensure that the limitations of FAR 15.404-4(c)(4)(1)(i)(C) are not exceeded for the CPFF portions. Do not include Profit/Fee in the burdened rates. These will be included separately as a percentage below the rate table. Also, these rates must flow down and be applicable rates for sub-contractors. Do not add labor categories or change worksheet columns or rows. If practicable the contractor may fill in their version on the corresponding labor categories for clarification. If the company or offeror does not currently employ a labor classification position; the offeror must place a rate in the table - DO NOT leave any rates blank or zeroed out. There must be a rate for all years that includes escalation factors for that particular year. When submitting the offeror must understand one composite NTE rate per labor category per year will apply to all members of the offeror's team (including the prime offeror, inter-divisions, and all subcontractors). No additional labor rate categories will be added during contract performance except at the government's sole discretion. This table shall be contractually binding for all fully burdened labor rates and profit for all future contract actions and modifications affecting these items. Any deviations or modifications to this table will solely be at the government's discretion. All formulas used in MS Excel for calculations need to be made visible.

5.1.3 Cost/Price Data

Data beyond that required by these instructions shall not be submitted, unless you consider it essential to document or support your cost/price position. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Cost/Price volume. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

5.1.4 Cost or Pricing Data Requirements

IAW FAR 15.403-1(b) and 15.403-3(a), information other than cost or pricing data may be required to support price reasonableness, balance, and/or realism (if deemed necessary from the cost proposal).

Information shall be provided IAW these instructions and IAW FAR 15.403-5. If, after receipt of proposals, the PCO determines that there is insufficient information available to determine price reasonableness, balance, and/or realism and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit cost or pricing data.

5.1.5 Total Evaluated Price (TEP)

Submit a copy of the completed Contractor Labor Rate Matrix in the Price Volume (Volume III).

Government determined elements of the notional TEP formula WILL NOT be disclosed to Offerors.

The TEP is for evaluation purposes only, however all proposed prices and rates regardless of pricing arrangements are contractually binding. Notional quantities may not align with actual contractual orders.

Do NOT propose an amount for Cost Reimbursable No fee (CRNF) CLINs. Actual costs incurred under these CLINs will be reimbursed to the contractor to include general and administrative expenses as approved by the Administrative Contracting Officer (ACO). This will include all the CRNF CLINs for the entire ordering period of the 5-year IDIQ, including the option and outlying year

(FY31).

5.1.6 Accounting System

Indicate whether the Offeror has Government approval of the Offeror’s accounting system per FAR 15.406-3(a)(4) and if so, provide evidence of such approval.