Attachment_1_-_Section_L.pdf

Section L - Instructions, Conditions, and Notices to Offerors

L-900 INSTRUCTION TO OFFERORS

1. Proposal Format

a. General: The following instructions cover the preparation and submittal of an offeror’s proposal for this solicitation. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are cautioned that any non-conformance with the terms and conditions of the RFP and any instructions provided below may cause their proposal to be determined to be unacceptable and therefore not eligible for award. Offerors shall submit only one proposal for the MHU-196/204 effort as the Government will review only one proposal per offeror. Proposals must be received by AFLCMC/WNKAA/ 235 Byron Street, Robins AFB, GA 31098, Attention: Shea Hart, no later than the date and time specified in Block 8 on the face page of the RFP.

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. 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 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.

2. Volume Organization

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

VOLUME

PAGE

LIMITS

NUMBER

OF COPIES

DESCRIPTION

I Not Applicable* 1 Electronic/2 Paper Completed RFP and Compensation Plan

II 25 Pages 1 Electronic/2 Paper Written Technical Proposal

III 25 Pages 1 Electronic**/2 Paper Cost/Price Proposal

* Page limit for Total Compensation Plan is reflected in paragraph b ii below.

** 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.

In addition to the page limitations set forth above, proposals should 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” (may be on fold-out pages, but fold within the page size specified and will count as one page). 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 25 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

7. 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

i. 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.

ii. Total Compensation Plan: The total compensation plan required by FAR 52.222-46 shall be submitted as a part of Volume I and shall be no more than 10 pages. The plan shall set forth salaries and fringe benefits proposed for professional employees and include supporting information to enable the Government to review the proposed salaries and fringe benefits in accordance with FAR 52.222-46. Note: The compensation plan pertains to the offeror only. However, if a populated joint venture is formed (a joint venture in which the employees are employed by the joint venture itself and not by any individual joint venture partner), the joint venture must submit the total compensation plan for the joint venture. If an unpopulated joint venture is formed, each individual joint venture partner must submit its own total compensation plan.

c. Volume II, Written Technical Proposal

i. 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.

ii. 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 Performance Work Statement (PWS) dated 17 Nov 2016 and any revisions.

Sub-factor One: Technical Approach The Offeror shall submit a technical proposal that sufficiently discusses the technical approach that will be used to show an understanding of the requirements as outlined in the following PWS paragraphs

- 4.2 (exempt 4.2.1g),

- 4.3 (exempt 4.3.1),

- 4.4 (exempt subparagraphs),

- 4.5 (exempt 4.5.2.1; 4.5.2.4; 4.5.2.6; 4.5.3 a, c-f; 4.5.4; 4.5.5; 4.5.6 a-d, f-g and j-l),

- 4.6.3 (exempt 4.6.3 a-d)

- 4.8 (exempt 4.8.2a)

The proposal must show a minimum of two processes or two unique examples for each element as it relates to military-unique equipment and at least one element must relate to field or depot support:

1. Evaluating and (re)establishing technical baselines: Assessing/reviewing and fully documenting the current baseline and technology of fielded systems, including;

a. Assessing and detailing installed mechanistic and electrical/software theory, as necessary, and comparing/contrasting such information of legacy design to modern commercial items available.

b. Verifying full-scale system functionality(ies) and operation/command appropriateness and repeatability for legacy equipment and systems;

2. Studies: Alleviating maintenance, dependability, and obsolescence deficiencies at end-item level; determining optimum inspection (maintenance/corrosion/replacement/etc.,) intervals.

3. Engineering Analysis: determining root cause(s) of deficiencies, evaluating/determining service life; providing plans/details/requirements for sustaining aging MHU system/subsystems; means and examples of improving product service life driven by technical shortcomings, etc.

4. Design Solutions: Including researching, recommending appropriate action(s);

obtaining, implementing new technical data when necessary; developing and implementing test plans and conducting follow-on testing; and inspecting for form, fit, and function products as appropriate.

5. Engineering: developing/providing the necessary technical documentation and information on design, engineering, reverse engineering, testing, and quality assurance requirements to enable the procurement or manufacture of an interchangeable or multi-functioning item to ensure 5-year sustainment.

6. Processes, Past Government-approved technical, engineering services reports, or relevant sections of test reports, shall be provided detailing each of the elements listed above. Information and reports provided by the offeror shall include information and/or processes as related to engineering tasks and/or services performed on nuclear certificated equipment as related to AFI 63-125.

Sub-factor Two: Testing Approach The Offeror shall submit a technical proposal that sufficiently discusses the test planning, procedures and accomplishment approach to the organization, management, coordination, schedule and implementation/conduction of testing of the MHU- 196/204 that will be used to show an understanding of the requirements as outlined in the following PWS paragraphs:

- 4.2 (exempt 4.2.1g),

- 4.3 (exempt 4.3.1),

- 4.4 (exempt subparagraphs),

- 4.5 (exempt 4.5.2.1; 4.5.2.4; 4.5.2.6; 4.5.3 a, c-f; 4.5.4; 4.5.5; 4.5.6 a-d, f-g and j-l),

- 4.6.3 (exempt 4.6.3 a-d)

- 4.8 (exempt 4.8.2a)

The proposal shall discuss the approach—providing two processes or two examples of past technical work, which comprehensively detail and demonstrate offeror technical capabilities (two (2) unique processes or examples, minimum, for each element below as related to military-unique equipment; at least one element below has to relate to field or depot support)--for the following:

1. Testing: Conducting developmental, operational, and functional testing that may have included upfront Finite Element Analysis (FEA)/Simulation, damage tolerance analysis, Nondestructive Inspection (NDI), or lab/physical tests (for subsystem and end item) in accordance with military specifications and/or nuclear certification standards, handbooks, requirements, etc.

2. Acceptance and Documentation: providing comprehensive analysis and testing to allow Government-employee transition, if necessary, of a successfully demonstrated technology into a formal system acquisition or overhaul program, or similar.

3. Implementation and Retrofitting/Building: demonstrating document (work statement, test requirements, etc.) compliance via fully retrofitting assets to test potential design solutions, to conduct experimental testing, etc.:

a. Determining/Documenting order of assembly/disassembly, development and use of special tooling / jigs (and their use, inspection, etc., instructions) necessary to support such processes.

b. Providing comprehensive instructions to allow complete retrofitting of equipment similar to the MHU-196 and MHU-204 systems.

4. Reporting: Documenting and providing/producing comprehensive information, resulting in Customer use/implementation.

5. Data and Sources: Providing all Technical Order and engineering drawings, instructions and sources, to ensure Government owned configuration control, etc.

6. Processes, Past Government-approved testing, engineering services reports, or relevant sections of test reports, shall be provided detailing each of the elements listed above. Information and reports provided by the offeror shall include information and/or processes as related to engineering testing and/or services performed on nuclear certificated equipment as related to AFI 63-125 or similar (for example, Aircraft Structural Integrity Program, Mechanical Equipment and Subsystems Integrity Program, etc.)

Sub-factor Three: Preproduction/Fabrication and Product Integration Requirements Capability.

The Offeror shall submit a plan for the organization, management, and production (to include design, production, removal, and installation) of various MHU-196 and MHU- 204 components for purposes of evaluation, analysis and testing. At a minimum, the Offeror shall identify the organizational structure of the company and address the lines of responsibility and decision making that will exist, as well as the prototype manufacturing and assembly processes to be used. This shall include (at a minimum) equipment and plant layout and an explanation of the processes associated design, testing, production, installation and deployment (for testing/evaluation) to support requirements detailed per PWS 4.2, 4.4 (exempt subparagraphs) and 4.9.

d. Volume III, Cost/Price Proposal

i. This section is to assist the offeror in submitting other than certified cost or pricing data required to evaluate the reasonableness of the offeror’s proposed price. Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal.

ii. Data beyond that required by this instruction shall not be submitted. All data relating to the proposed price must be included in the section of the proposal designated as the Cost/Price Volume and Attachments 10, the sample task order bid schedule. Under no circumstances shall this data be included elsewhere in the proposal. If pricing information is included elsewhere in the documentation, the proposal may be deemed unacceptable.

iii. If after receipt of proposals the Contracting Officer determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15403-1 apply, the offeror shall be required to submit additional cost or pricing data as defined under FAR 2.101. 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/cost reasonableness.

iv. Offerors shall insert a Firm Fixed Price (FFP) for CLIN 0001 (Engineering Services) and the Government will insert an estimated (Cost Reimbursable No-Fee) cost into CLIN 0002, as applicable, in the highlighted cells in Attachment 10 – Sample Task Order Bid Schedule for each of the following sample tasks:

1. Sample Task Order 1 – Structural Analysis

2. Sample Task Order 2 – Parts Analysis

3. Sample Task Order 3 – Depot Overhaul Support

4. Sample Task Order 4 – Corrosion Assessment and Treatment

Recommendations

v. The attached Sample Task Orders are intended to be Awardable Tasks under this effort and are being evaluated for price only.