DRAFT_RFP_Attch_7-_Section_L.docx

RFP FA8530-19-R-0001 Attachment 7

Section L - Instructions, Conditions, and Notices to Offerors

L-900. Proposal Requirements

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 TDSSe² 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, by:

AFSC/PZIE

ATTN: Wendell Crittenden 480 Richard Ray Blvd Suite 202 Robins AFB, GA 31098

The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. 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 that the Government has no prior knowledge of their facilities or experience and will base its evaluation on the information presented in the offeror's proposal.

B. Communications: 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. 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 ensure 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 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.

II. Volume Organization

A. General: Proposals shall be submitted to the Government in three (3) separate volumes as set forth 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 as specified below. The attachments identified in the table shall be separately bound in three-ring, loose-leaf binders, as necessary.

COPIES

* Page limit for cross reference matrix and voluntary protection plan information is reflected below.

** Technical and Cost/Price proposal information shall be submitted in written form (1 copy for Technical) and CD-R or DVD-R (write once/read only) (1 copy for Technical and Cost/Price) 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. The content and page size of electronic copies must be identical to the hard copies. For electronic copies, indicate on each CD-R or DVD-R the volume number and title. Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. In the event that hard copies and electronic copies of a proposal are submitted and if there are any discrepancies between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

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. 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. Pages shall be double spaced except for the reproduced sections of the solicitation document. When both sides of a sheet display printed material, it shall be counted as two pages. Paper size shall be 8 1/2” X 11,” excluding any drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17.” These 11” x 17” foldout pages shall fold entirely within the volume, and One 11 X 17 inch fold out page will be counted as two 8 1/2 x 11 inch pages. 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 8 point. These limitations shall apply to both electronic and hard copy proposals. Each volume within the proposal notebook shall be separately tabbed and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. These page size and format restrictions shall apply to responses to ENs. These limitations shall apply to both electronic and hard copy proposals. Elaborate formats, bindings, color presentations, or extraneous information are not desired or required. In order to verify the font size and margins utilized, the offeror shall provide an electronic copy of the technical proposal in Word format.

3. The page limitation for Volume II, Written Technical Proposal is 70 cumulative pages. The page limitations include any charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any cover pages, 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 responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to 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

7. With the exception of the cover page in Volume I, each page shall not contain company-specific logos, letterheads, company names.

8. Submission of the initial proposal packages via electronic mail will not be accepted. Initial proposal packages shall either be mailed or hand-delivered. Offerors are cautioned that Warner Robins Air Logistics Complex has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance. Some delay should be anticipated when hand-delivering proposal packages. Offerors should allow for sufficient time to obtain a visitor pass and arrive at the specified office PRIOR to the time specified for receipt of proposals.

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.

2. Cross Reference Matrix: The offeror shall fill out the cross reference matrix at RFP Attachment 1 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), 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, Written Technical Proposal

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 the proposed technical approach and associated technical risk 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. For each subfactor, the offeror shall identify risks, if any, associated with the proposed approach and actions the offeror will take to mitigate the identified risks (for example, potential for disruption of schedule, increased costs, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance). Describe the impact of each identified risk in terms of its potential to interfere with or prevent the successful accomplishment of other contract requirements. Propose a realistic "workaround" or risk mitigator for identified risks. Identify and classify any new risks introduced by such risk mitigation. If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach. The technical evaluation will not use past performance as a determining factor and offerors referencing performance experience or successes in-lieu-of actual methodology may be considered a deficiency and a higher risk than those offerors that identify the actual methodology required to satisfy each technical subfactor.

Subfactor One (Management Plan):

The offeror’s written technical proposal shall provide a management plan, which describes how it intends to manage and perform the requirements of the TDSSe² PWS. At a minimum, the plan shall include the following:

1) Approach to employee management plan (such as, internal team communication, monitoring team member activities, how you plan to recruit, hire, train, and retain employees capable of supporting the scope of the TDSSe² PWS).

2) Approach to include subcontracting with AbilityOne provider capable of supporting the scope of the TDSSe² PWS, in accordance with PWS paragraph 4.11.2 including obtaining personnel with the appropriate security clearances.

3) Procedures for managing various levels of classification up to and including Top Secret/ Sensitive Compartmented Information (TS/SCI) and Cosmic Top Secret (CTS) including obtaining personnel with the appropriate security clearances.

Subfactor Two (Capability Task), RFP Attachment 4:

The offeror’s written technical proposal shall provide a detailed narrative with supporting documentation to demonstrate the offeror’s approach to satisfying the three scenarios in accordance with the TDSSe² PWS. At a minimum, the proposal shall address the following for each of the three scenarios:

1) Knowledge of technical data systems and resources needed to complete the requirements in all three scenarios in the Capability Task to include:

a. A Process Flow Chart that outlines processes/actions needed to accomplish the scenarios

b. Describe a clear chronological narrative of activities from start to end required to accomplish the scenarios

c. Describe systems, software and government support used to accomplish the scenarios Subfactor Three (Awardable Task), RFP Attachment 5:

The offeror’s written technical proposal shall provide a detailed narrative with supporting documentation to demonstrate the offeror’s approach to satisfying the Awardable Task attachment in accordance with the TDSSe² PWS. At a minimum, the proposal shall address the following:

1) Describe how requirements will be implemented.

2) Describe how requirements will be managed with minimal government intervention.

3) Identify the appropriate labor skills mix and hours required to effectively and efficiently accomplish each task.

4) Describe the technical data quality assurance processes.

D. Volume III, Price

1. General Instructions: The offeror shall submit cost and pricing information in Volume III, Price. The offeror shall complete the RFP Attachment ‘Attch 2- Labor Rate Matrix’ based on the RFP Attachment ‘RFP Attch- Labor Categories’ that will be provided by the Government.

2. Attachment 2 Labor Rate Matrix:

On-Base and Off-Base Rates: Firm Fixed Price (FFP)/Cost Plus Fixed Fee (CPFF): CLINs 0001, 0002, 1001, 1002, 2001, 2002, 3001, 3002, 4001, 4002, 5001, and 5002: FFP/CPFF rates shall include labor rates burdened to the cost line for a one-year basic ordering period, with four, one-year ordering periods, plus a sixth year to cover task order awards during the fifth ordering period and/or if the extension of services clause is used. It is incumbent on the Offeror to ensure that ALL labor categories are covered by their team for both on-base AND off-base rates. Offerors without a complete set of on-base and off-base rates will be considered technically unacceptable. FFP/CPFF labor rates will be inclusive of all applicable labor loadings, but will exclude profit/fee. These rates will be developed for the support of CONUS locations.

All proposed labor rates shall be rounded to two decimal places. If any proposed labor rate does not meet the required rounding, the Government will adjust that labor rate to two decimal places. The Government-adjusted labor rate will become the offeror’s labor rate.

Annual hours: Labor rates shall be based on an eight (8) hour workday, forty (40) hour work week, and a two-thousand-eighty (2080) hour work year. Any leap year will consist of a two-thousand-eighty-eight (2088) hour work year.

NOTE: On-base rates will be for work performed on-base at any CONUS AFB location. Off-base rates will be for work performed at a contractor’s facility, usually within the vicinity of an AFB.

Labor Add-on Factors:

1. Overtime: This factor shall include the cost to cover overtime work.

2. Night Shift: This factor shall include the cost to cover night shift work (i.e. 11PM to 8AM may be considered night shift).

3. Swing Shift: This factor shall include the cost to cover swing shift work (i.e. 3PM to 12AM may be considered Swing Shift).

Non-Labor Add-on Factors: Non-Labor Add-on Factors allow the Offeror a way to recoup costs that are not labor-related. If the Add-on Factor provided is left blank, then the Government will assume that the Offeror means for those factors to be zero (1.0000 on Attch 2- Labor Rate Matrix is equivalent to a factor of zero). The Non-Labor Add-on Factors should encompass any additional cost of handling or other direct cost excluded from the burdened hourly labor rate.

1. Material Handling: This factor shall include the indirect cost associated with handling, storing, invoicing, processing, and maintaining and/or other costs not covered within the bill of materials.

2. Other Direct Costs: This factor includes the indirect cost associated with one-time contract requirements identified within a task order.

3. Travel G&A: This factor shall include other non-typical costs associated with travel.

Data beyond that required by this instruction shall not be submitted. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Price volume. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal.

In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness. Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional cost or pricing data.