Attachment L - Proposal Requirements.pdf

ATTACHMENT L

L-900. Proposal Requirements

A. Proposals shall be submitted in (2) separate sections as set forth below:

VOLUME

PAGE

LIMITS

NUMBER

OF COPIES DESCRIPTION

I N/A 2 copies Completed RFP and Total Compensation Plan* II N/A 2 copies Present/Past Performance Information*

* Completed RFP, Total Compensation Plan and Present/Past Performance 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.

In addition to the page limitations set forth above, proposals should comply with the following format:

(1) Print should be no smaller than a font size of 12 and should be on 8 1/2 x 11 inch paper.

Charts, graphs or spreadsheets may be on fold-out pages, but must fold within the page size specified and will count as one page.

(2) Margins shall be no smaller than 1 inch.

(3) Each page within a section shall be numbered consecutively.

(4) Each page containing proprietary information should be so marked.

(5) 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. Communications:

Exchanges of source selection information between 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 or facsimile.

This requirement does not apply to an offeror’s initial proposal, which MUST be transmitted via direct mailing. 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).

C. Volume I will consist of the completed and signed RFP with a cover letter delineating any exceptions taken to the RFP terms and conditions. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined unacceptable. 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. The total compensation plan required by FAR 52.222-46 shall be submitted as part of Volume I and shall be no more than 2 pages setting forth salaries and fringe benefits proposed for professional employees. Note: the compensation plan pertains to the offeror (prime only). The Government intends to make an award without discussions. Discussions, if necessary, will be conducted in accordance with FAR 15.306. Volume II is due in WR-ALC/782 CBSG/PKAA, 460 Richard Blvd Ste 200 Robins AFB GA 31098, Attention:

Jennifer Lewis, ten (10) calendar days prior to the required due date for proposals. Volume I of the RFP is due no later than 2 Aug 2010, 3:00 PM, Eastern Daylight Savings Time. However, failure to submit Volume II by the earlier date will not result in offeror disqualification.

D. Volume II - Present and Past Performance: The offeror shall submit Present and Past Performance Information for itself in accordance with the format contained in the “FACTS Sheet” (See RFP Attachment (B)) and the following paragraphs. The evaluation of the offeror’s present/past performance WILL NOT include the present/past performance of any subcontractor(s) even though they may perform major or critical aspects of this requirement.

(1) The requested present and past performance information shall be provided in a separate volume (i.e., 3-ring binder) labeled "Volume II - Present and Past Performance Information." A summary page shall be provided describing the role of the offeror (nature of work, criticality of work, and percentage of overall work.). Offerors shall complete a separate FACTS Sheet for each active or completed contract (with preferably at least one year of performance history) in the past three (3) years that the offeror considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds four (4), the offeror shall address its four (4) most recent and relevant contracts. Note: If the contract you are submitting is an ordering type contractual vehicle (e.g., an Indefinite Delivery “D” type contract per FAR 16.5), only after issuance of a delivery/task order does performance occur. Given this, an individual order (or orders) under the basic ordering contract should be submitted in lieu of just the basic ordering contract itself. Each submitted order shall be considered a separate effort unless information is provided indicating follow-on or series of orders for continued performance of the same scope and such can be verified by the user/customer. In this event, such submitted multiple orders shall be considered as a single effort for evaluation purposes. For all submittals, the performance on efforts identified shall be restricted to those completed or ongoing during the past three (3) years from the issuance date of this RFP. The offeror's present and past performance information may include data on efforts performed by other divisions or corporate management if such resources will be used in the performance of the proposed effort. Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers. Offerors that are newly formed entities who either have no prior contracts or do not possess relevant corporate past performance, but have key personnel with relevant past performance while employed by another company, may demonstrate the performance of such key personnel by submitting FACTS Sheets for four (4) of their most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition. Note however, that the quality of the key personnel’s performance under the submitted contract must be able to be verified by the Performance Confidence Assessment Group (PCAG) in order to be considered in the assessment of confidence. Any such key personnel must already be employed by the offeror. Include relevant information concerning the offeror’s compliance with FAR 52.219-8, Utilization of Small Business Concerns if this clause is or was contained in any of the four contract efforts identified in Volume II, Performance Information, of the offeror’s proposal. If it was not contained in these four (4) contracts, submit this information on two (2) additional contracts which contained this clause. Please note that FAR 52.219-8 does apply to ALL offerors, including small business concerns. Address whether or not the offeror carried out the policy of the United States in the awarding of subcontracts to small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance.

(2) The offeror shall focus its FACTS Sheet responses so that they clearly correlate present and past performance with the requirements of this RFP. The FACTS Sheet submitted by the offeror must clearly describe the relevance of the effort to the work proposed by that entity. The offeror may expand the answering space on the FACTS Sheet so that the filled-in FACTS Sheet for each relevant contract covers no more than both sides of two 8 ½ x 11 inch pages. (See paragraph (F) of the FACTS Sheet.) The offeror shall provide the most current information for the Points of Contact (POCs) identified on the FACTS Sheets.

(3) Offerors shall include two additional pages (8 1/2 x 11 pages with 0.5” margins) in spreadsheet format that simply list all contracts the offeror is performing or has performed in the past three (3) years. If the list of said contracts exceeds two (2) pages per entity, only the most recent contracts ongoing/completed shall be listed. The spreadsheets do not count toward the FACTS Sheet page limitations. The purpose of the spreadsheet is to capture the total scope of work (whether or not the offeror deems the work relevant to this instant RFP) that the offeror have ongoing, completed or terminated in the past three (3) years. The Government may obtain and use performance information on any or none of these programs. The spreadsheet(s) shall include (as a minimum) current information as follows:

Contract Number Period of Performance (Max Yrs) Max Total Est Dollars Stage of the Program & Brief Status Contracting Agency or Customer Phone & Fax Numbers for at Least Two POCs Brief Program Description (Include Relevancy & Qty)

(4) If problems were encountered during the performance of the identified contracts, provide evidence of the offeror's ability to isolate the root causes of problems and include in the FACTS Sheet a description of programs or actions taken to resolve those causes. This narrative portion is limited to one (1) additional page beyond the FACTS Sheet page limitation.

(See paragraph (L) of FACTS Sheet.) Problems not addressed by the offeror, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist.

Note: In the case of Contractor Performance Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.

(5) The Present/Past Performance Questionnaire (see RFP Attachment B) will be one means used by the Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s).

The offeror shall send out -- and track the completion of -- the Present/Past Performance Questionnaires (See RFP Attachment (E)) to each of the offeror’s, Points of Contact (POCs) identified in each FACTS Sheet. The responsibility to send out and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. The Transmittal Letter (see RFP Attachment (F)) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. The offeror shall exert its best efforts to ensure that at least two POCs per relevant contract, submit a completed Present/Past Performance Questionnaire directly to the Government not later than the date established in this RFP (final, not draft RFP) for the present/past performance proposal submission. Each of the offeror’s POCs may submit its completed Present/Past Performance Questionnaire either electronically or by fax . If sending electronically, follow the procedures outlined in paragraph below, and email to: Jennifer.Lewis@robins.af.mil. If faxing, fax it directly to:

WR-ALC/ 782 CBSG/GBKAA)

ATTN: Jennifer Lewis FAX Number: 478-926-9108

Please have your POCs call Jennifer Lewis, 478-327-4784 before faxing their response.

Once the Present/Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered sensitive and shall not be released to you, the offeror. Questionnaires shall be sent to and best efforts made to ensure completion and submission directly back to the Government from at least two of the following (in descending order of availability):

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(6) In the event that commercial contracts are presented as present/past performance sources of information, a client authorization letter shall be issued to those commercial POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire. A sample client authorization letter is attached to this RFP (see RFP Attachment (D). The offeror is required to send the client authorization letter(s) with the Present/Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after RFP closing.

(7) A Present/Past Performance Questionnaire Tracking Record (see RFP Attachment (E)) or equivalent form(s) containing the same information shall be maintained by the offeror, documenting all exchanges between and follow-ups made to each of the POCs identified in the FACTS Sheets. All Present/Past Performance Questionnaire Tracking Records shall be submitted with the offeror’s Present/Past Performance Volume. This exchange/contact between the offeror and its POCs shall cease upon submission of the offeror’s proposal to the Government in response to this RFP. The Government may conduct follow-up discussions with any of the people identified in the Tracking Records or in the offeror’s Present/Past Performance Volume. The Government may obtain other information by sending out additional questionnaires and/or through other sources.

(8) RFP Attachments B, A, and E (FACTS Sheet, Present/Past Performance Questionnaire, and Present/Past Performance Questionnaire Tracking Record) must include the following legend at the top and bottom of the page:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY