PMEL Section L 29 February 2012.docx

SECTION L

INSTRUCTIONS TO OFFERORS (ITO)

PRECISION MEASUREMENT EQUIPMENT LABORATORY

(PMEL)

SOURCE SELECTION

PROGRAM STRUCTURE AND OBJECTIVES

The Government intends to select one small business contractor for the PMEL program. 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 contracts without discussions.

Budget/Funding Information – Funding will be obligated on each task order awarded under the basic contract.

GENERAL INSTRUCTIONS

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), Contract Data Requirements Lists (CDRLs), and Model Contract. Non-conformance with these instructions may result in an unfavorable proposal evaluation.

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.

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

The proposal acceptance period is specified in Block 12 of Section A (front page) of the model contract/solicitation. Offerors providing less than the specified calendar days for Government acceptance after the date offers are due may be considered non-responsive and may be eliminated.

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.

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

OO-ALC/PKESS

Attn: Clayton Archuleta 6038 Aspen AVE, Bldg 1289 NE Wing Hill AFB, UT 84056 Office (801) 586-5441 Clayton.Archuleta@hill.af.mil

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.

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 debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

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 discussions.

Electronic Reference Documents – All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at http://www.fedbizopps.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

Oral Presentation – Oral presentations will not be allowed.

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.

Submission, Modification, Revision, and Withdrawal of Proposals Proposals and modifications to proposals shall be submitted in both paper and electronic media 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.

Organization/Number of Copies/Page Limits

The title page of each volume must show:

Solicitation Number

Company name, address, cage code and DUNS

Primary point of contact name, telephone number and email address

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 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. The volumes identified in the table shall be separately bound in three-ring, loose-leaf binders. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Table 1 - Proposal Organization

IV

6.0

Unlimited

and 2 CDs

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. Page limitations may be placed on responses to Evaluation Notices (ENs) if applicable. 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 the following: blank pages, title pages, tables of contents, tabs, glossaries, Cross Reference Matrix, and those noted in the Proposed Organization Table as “Unlimited.”

Pricing Information – All pricing information shall be addressed ONLY in the Price Volume.

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

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.

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 and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 by 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.

Binding and Labeling – Each volume of the proposal should be provided separately in black or white 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 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.

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 2007, MS Excel 2007, MS-Project 2007 and MS-Power Point 2007, as applicable. PDF formats shall NOT be used.

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

OO-ALC/PKESS

Attn: Clayton Archuleta 6038 Aspen AVE, Bldg 1289 NE Wing Hill AFB, UT 84056 Office (801) 586-3347

VOLUME I – PRICE

General Instructions

The price evaluation criteria of completeness, reasonableness, 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 the minimum requirements are met.

Total Evaluated Price

Offerors shall input fixed composite rates for all categories and years identified in the TEP worksheet (Section J Attachment). Composite rates shall include all direct rates, indirect rates (Overhead, General and Administrative, etc.) and profit necessary for the performance of the entire requirement. Use the Workload Inventory Spreadsheet (Section J Attachment) along with the information below to develop your rates. Proposed rates are Firm Fixed Price (FFP) and contractually binding.

The PWS (Section J Attachment) requires the contractor to order materials and parts through the SBSS or from commercial suppliers. Offerors may include the cost of performing SBSS orders in the category rates. See the TEP worksheet for an estimate of yearly SBSS transactions. Yearly estimates are for proposal purposes only, actual amounts will vary.

Offerors may propose a G&A rate for each fiscal year in support of the Materials and Travel CLINs. Proposed G&A rates will be multiplied by yearly cost estimates and added to each yearly total. Yearly estimates are for proposal purposes only, actual amounts will vary. Proposed G&A rates are fixed and contractually binding.

Submit a copy of the completed TEP worksheet in the Price Volume.

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 may 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.

Pricing Assumptions - Summarize all significant pricing assumptions, scope limitations and/or qualifications of the Price proposal.

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

VOLUME II – TECHNICAL CAPABILITY

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. 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. 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.

1.1. Subfactor One: Air Force Metrology and Calibration (AFMETCAL) Certification Plan

Submit a plan detailing the steps your company will take to obtain and maintain AFMETCAL certification.

1.2. Subfactor Two: Program Management Plan

Submit a plan detailing the processes, procedures and staffing that your company will use to manage the PMEL program.

1.3. Subfactor Three: Quality Manual

Submit a Quality Manual.

2. VOLUME III – PAST PERFORMANCE

Offerors may submit recent, 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), customer interviews, 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 offerors past performance rating.

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.

Offerors shall submit all Past Performance information on Past Performance Information Sheets (Section J Attachment).

3. VOLUME IV – CONTRACT DOCUMENTATION

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

Section A – Solicitation/Contract Form: Complete blocks 12, 15A, 15B, 16, 17 and 18 of the SF33. Signature by the offeror on the SF33 constitutes an offer, which the Government may accept.

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.

Section I – Contract Clauses

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 (JAN 2005), Online Reps and Certs (ORCA) at http://orca.bpn.gov. Offer shall ensure certification as a small business under NAICS 811219.

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

SOLICITATION

Document Page/ Paragraph Requirement/ Portion Rationale

3.1. 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.

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.

In accordance with FAR 52.219-14 Limitations on Subcontracting, at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. Submit evidence that your company will be able to comply with the limitations on Subcontracting.

Small businesses who intend to count the performance of other small businesses in meeting the 50 percent requirement, must include in their Contract Documentation Volume III, evidence of a formal/informal joint venture.

Submit your Total Case Incident Rate (TCIR) and Days Away, Restricted and/or Transferred (DART) rates, or, injury and illness rates for the past three years for North American Industrial Classification Systems (NAICS) code 811219. For newly formed entities or other Offerors that do not possess three years of consecutive recording data, submit this information for the time period you do possess. You may also submit other comparable data from a recognized agency, such as workers compensation, insurance rates, etc, for the same time period as well.

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 III, Contract documentation, Mission Essential Plan). Provide copies in the formats and quantities identified in Table1.

Mission Essential Plan - IAW DFARS 237.76 and 252.237-7024(b)(2) provide a written plan for continuing performance of the essential Contractor services, outlined in paragraph 3.8 and Appendix H of the PWS, during a crisis or state of national emergency.

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

Safety and Health Plan - Submit a Safety Plan IAW Appendix C of the PWS.