Attachment 1.pdf

RFP ATTACHMENT 1

SECTION L PROVISION – INSTRUCTIONS 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. Competition among multiple offerors is expected and this solicitation will be evaluated using a competitive process. The Government intends to award multiple contracts. Each Offeror shall submit only one proposal to be considered an awardee for one or multiple groups for the Strategic Replenishment Contract (SRC) program. The Government will review only one proposal per offeror.

Proposals must be received by Reid Sawyer AFLCMC/WNKAA reid.sawyer@us.af.mil and Erica Carter erica.carter.3@us.af.mil via encrypted email or DoD SAFE at https://safe.apps.mil/, 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. The Government will only accept electronic proposals. Email to transmit such information must 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 (CO) 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 DoD SAFE at https://safe.apps.mil/. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

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 as well as the remedies the offeror is asking the CO to consider as related to the omission or error.

II. Volume Organization

A. General: Proposals should consist of 3 separate volumes as indicated in the table (Proposal Volume Requirements) below. Within those 3 proposal volumes the offeror shall complete and submit RFP Attachments 3 through 10. Should discussions be opened, a slide briefing deck will be used for oral presentations/oral discussions. The template slide decks to be used are RFP Attachments (3 and 9) Oral

RFP FA8532-21-R-0004

Presentation for Discussions Slide Deck. All proposal volumes must be clear, coherent, and prepared in sufficient detail for effective evaluation of the offeror’s proposal against the evaluation criteria. This documentation shall cover all aspects of this solicitation and include the offeror’s approach for satisfying the SRC. Proposals must clearly demonstrate how the offeror intends to accomplish the requirements and must include convincing rationale and substantiation of all claims. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete effective response to the solicitation are not desired. Each offeror shall submit a proposal (which includes both electronic proposal volumes) and RFP Attachments 3 through 10 in response to the Air Force’s solicitation that proposes the offeror’s solution.

Proposal Volume Requirements

Volume Instructions to Offeror Reference

Title Format of Submission

Maximum Number of Pages

I Paragraph B Completed RFP/Technical Proposal

Electronic N/A

Cover Letter Electronic 1 RFP Attachment 3 – Volume I

Oral Presentation for Discussions Slide Deck

Electronic/Oral Presentation

9 Slides

II Paragraph C Past Performance Proposal Electronic/Oral Presentation

N/A

Paragraph C.7 RFP Attachment 4 - Past Performance Information (PPI) for Offerors

Electronic N/A

Paragraph C.7 RFP Attachment 5 – Past Performance Relevancy Table

Electronic N/A

Paragraph C.8 RFP Attachment 6 –Present/Past Performance Questionnaire

Electronic N/A

Paragraph C.8 RFP Attachment 7- Transmittal Letter

Electronic N/A

Paragraph C.4 RFP Attachment 8-Teaming Member Consent Form

Electronic N/A

Paragraph C.2 RFP Attachment 9 – Volume II Oral Presentation for Discussions Slide Deck

Electronic/Oral Presentation

8 Slides

III Paragraph D RFP Attachment 10 – Schedule B CLIN 0438 Post Award Conference

Electronic 1

**RFP/Technical, Past Performance, and Price proposal information shall be submitted in Electronic format via encrypted email. Offerors shall use the instructions set forth in the RFP Attachment 4 Past Performance Information (PPI) for Offerors, to electronically submit the Past Performance information into the PPI Tool. The offeror must submit an email request to the Buyer/PCO indicated on the face page of the solicitation to receive access to the PPI Tool via DoD Safe https://safe.apps.mil/. The offeror is also required to submit an electronic Past Performance Volume II, that includes an RFP Attachment 5 Relevancy Table.

In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1. 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.

2. 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.

3. Each page containing proprietary information should be so marked.

4. 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

Oral Presentations Process:

After initial evaluation of the proposals is complete, a determination to hold discussions will be made.

Should discussions be determined necessary, a competitive range will be established, discussions will be opened with all offerors in the competitive range, and each offerors’ initial ratings and ENs with the date scheduled for oral discussions will be provided to them. Offerors will be required to participate in oral presentations/oral discussions via telephonic or virtual teleconference. Oral presentations/oral discussions will be held to allow for a heightened understanding and real-time dialogue between the offeror and the Government. The oral presentation/oral discussion will streamline and shorten the acquisition timeline and process. The offeror shall address their responses to the first round of (EN)s relative to the applicable evaluation factor, during oral presentations/discussions. There are slides reserved for ENs in RFP (Attachments 3 and 9) Oral Presentations for Discussions Slide Deck Template. The Government will conduct evaluations during the oral presentation. After the presentation is complete, the Government will meet to discuss the evaluation results and any additional ENs. The Government will reconvene the telephonic or video teleconference meeting and conduct oral discussions on the additional ENs. The oral presentations, the Government’s evaluation of the presentations, and oral discussions will be recorded and documented in the official contract file. Upon completion of oral discussions, written ENs documenting the oral discussion and offeror’s responses will be sent to the offeror to annotate accuracy. The offeror will be required to sign and return the ENs. The Government’s objective is to conclude discussions by the end of time allotted for Oral Presentations for Discussions and arrive at a rating for each factor. However, due to required additional, internal Air Force processes and approvals, the offeror will not be notified of their interim evaluation ratings until the formal closing of discussions/Final Proposal Revisions.

Format of the Slide Deck - Oral presentations shall be briefed using Microsoft PowerPoint. Offerors shall structure their oral presentations to follow the order of items in “Proposal Volume Requirements” table above. RFP (Attachments 3 and 9) Oral Presentations for Discussions Slide Deck Template is provided for use. This Slide Deck Template has the required information needed for each factor and the appropriate number of pages. Any and all information contained in the slides not orally presented will not be considered as part of the offeror’s oral evaluation. No changes to the offeror’s oral presentation charts supplied (RFP Attachments 3 and 9) may be made after the proposal has been submitted. Should discussions be opened, the offeror will be given the opportunity to add the EN responses to the initially submitted RFP Attachment 3. Any updates that are made to the original submittal of the slide deck shall be annotated in red italicized font and resubmitted by the due date annotated on the discussion letter.

Sections and slides that do not require EN responses should not be edited with the exception of the

Offeror’s Questions and Answers Slide.

The font shall be Times New Roman. Line spacing shall be set at 1.0 or greater. Text size shall be 14-point or larger. Formatting is left up to the offeror as long as all other instructions in this section are adhered to. Offerors will not be compensated for proposals or presentations. One electronic copy of RFP (Attachments 3 and 9) Oral Presentations for Discussions Slide Deck Template shall be submitted with the other proposal volumes on the due date identified on the solicitation. The oral presentation shall not exceed two (2) hours.

The oral presentations will tentatively begin within three (3) to four (4) weeks after the proposal due date and will be held via telecon or video teleconference at a specified time for each offeror. Each offeror shall notify the Government of their capability to participate in oral presentations via telecon or video teleconference (Microsoft Teams, etc.), no later than two (2) weeks after the release of the RFP, via email to reid.sawyer@us.af.mil and erica.carter.3@us.af.mil. The oral presentation shall be given by key personnel responsible for project performance such as program/project managers and supervisors. The offeror is allowed up to a total of five (5) representatives that may participate in the Oral Presentations. A knowledgeable company representative should be present to answer any oral discussions that may occur for all evaluation factors. The offeror shall notify the CO, in writing, of the name, phone number, and email address of the individuals who will receive Government notices regarding oral presentation/oral discussion brief schedules. The CO will schedule Oral Presentations for Discussions based on receipt of this email notification. Time and date on each offeror’s email notification will be used to establish the order of presentations. The CO will notify offerors within two (2) weeks prior to oral presentations for discussions of the offeror’s date and time of presentation. The CO reserves the right to change the order of oral presentations for discussions if external events necessitate.

All oral presentations/discussions will be recorded.

If oral presentations/discussions are cancelled due to circumstances beyond the Air Force’s control, the Air Force reserves the right to award a contract based on the evaluation of the offeror’s proposal and responses to written ENs (if required). If this occurs, all offerors will be notified prior to award.

B. Volume I, Completed RFP/Technical Proposal

1. General: Volume I, Completed RFP/Technical Proposal shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating the following:

Any exceptions taken to the RFP terms and conditions with accompanying rationale.

Assumptions based on the RFP Small Business status/categories Company primary and alternate points of contact with email/phone and who is authorized to contractually obligate the company CAGE Code, DUNS number Teaming arrangement information including the roles of team members, dates of agreement, and a copy of the signed joint venture agreement (if applicable).

All “fill-in” clauses and provisions are completed as required Identification of group or group(s) (A, B, or C or any combination of) offeror is proposing to

If ENs are identified, the Government will provide them to the offeror prior to oral presentations/discussions. The offeror shall address any ENs identified for Volume I, Completed

RFP/Technical Proposal, within the oral presentations/discussions. There are slides reserved for ENs in RFP (Attachment 3) Oral Presentations for Discussions Slide Deck Template. The 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.

2. Joint Venture Arrangements: 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.

C. Volume II, Past Performance

1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture member, in accordance with the format contained in the PPI Tool and the Past Performance Relevancy Table (See RFP Attachments 4 and 5 and the following paragraphs). The evaluation of the offeror’s/joint venture member’s present/past performance WILL NOT include the present/past performance of any subcontractor(s), vendors, or suppliers even though they may perform major or critical aspects of this requirement. Further, the evaluation of the offerors/joint venture member’s present/past performance WILL NOT include the present/past performance of any predecessor companies, affiliates, other divisions or corporate management, or key personnel even though they may perform major or critical aspects of this requirement.

2. Past Performance Format: The requested present and past performance information shall be provided in a separate volume labeled "Volume II - Past Performance." A summary page shall be provided for this acquisition, describing the proposed role of the offeror or any joint venture member. Each offeror/joint venture member shall utilize the PPI Tool for up to three (3) active or completed contract (with at least one year of performance history) in the past five (5) years from the issuance date of the RFP that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds three (3), each offeror/joint venture member shall address its three (3) most recent and relevant contracts. Please note that the offeror/joint venture member shall be the party to submit all performance information in the PPI Tool. Contracts listed may include those with any of the following: United States Federal Government, state and/or local governments, Foreign Military Sales or their agencies. Commercial contracts will not be considered as a part of this evaluation.

If ENs are identified, the Government will provide them to the offeror prior to oral presentations/discussions. The offeror shall address any ENs identified for Volume II, Past Performance, within the oral presentations/discussions. There are slides reserved for ENs in RFP (Attachment 9) Volume II - Oral Presentations for Discussions Slide Deck Template.

3. Ordering Type Contracts Submission: If the contract you are submitting is an ordering type contractual vehicle (for example, including but not limited to 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 series of orders) under the basic ordering contract shall be submitted, in lieu of just the basic ordering contract itself. All information provided to the Government, for an ordering type contractual vehicle, shall be at the order level (i.e. a delivery/task order). Submission of only the ordering type contractual vehicles (basic) will not be considered.

When determining what order (or series of orders) to submit for evaluation, please reference Section M, Paragraph II.C.3.1 for details on how the Government will evaluate each submitted effort for recency, relevancy, and quality. In order to achieve optimal programmatic/logistical scope and magnitude of effort and complexities, as described in Section M paragraph II.C.4 Note and 4.1, the offeror should consider submitting a series of orders, if possible. However, a series of orders should only be submitted if the series of orders is for continuous technical scope demonstrating relevancy to the instant acquisition. Not all ordering type contractual vehicles will have series of orders that meet this criteria. In this instance, only the single order demonstrating relevant technical scope should be submitted for evaluation.

When submitting an individual order (or series of orders) under an ordering type contractual vehicle, it is important that the offeror’s past performance information be accurate, complete, and in the correct format.

If the information is not submitted in the correct format, the Government will not be able to evaluate the effort for recency, relevancy, and quality. There are specific places for submission of this information in the PPI Tool and the Past Performance Relevancy Table RFP Attachments (4 and 5). Please ensure the information submitted, in the PPI Tool and RFP Attachments (4 and 5), is for each order (or series of orders) in lieu of just the basic ordering contract itself. This includes but is not limited to information such as the length of effort and type and complexity of data deliverables for each order or series of orders. See paragraph 3.1 for further information on how to submit series of orders.

3.1 Series of Orders: When submitting a series of orders for evaluation, the offeror should list the orders under the basic ordering type contractual vehicle that demonstrate relevancy, as defined in the Relevancy Definitions in Section M paragraph II.C.4. Per the Note in Section M paragraph II.C.4, Relevancy consists of not only technical complexities, but programmatic/logistical considerations. The programmatic/logistical considerations includes but is not limited to length of effort and type and complexity of data deliverables. If an offeror submits a series of orders for evaluation, the period of performance dates of each order (in the series of orders), on each order (in the series of orders) and the type and complexity of data deliverables for each order (in the series of orders) shall be submitted. The total period of performance of each order (in the series of orders) shall be added up to calculate the Total Period of Performance to be used in the evaluation, for the submitted effort. The type and complexity of data deliverables provided on each order (in the series of orders) shall be evaluated as a whole for the series of orders.

Caution: All orders within the series of orders, being submitted, should be for the same continuous technical scope demonstrating relevancy to the instant acquisition. The Government reserves the right to request additional information from the offeror or Points of Contacts (POCs) provided to verify that the series of orders is for the same continuous technical scope.

4. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the PPI Tool and Past Performance Relevancy Table (RFP Attachments (4 and 5) for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Teaming Partner Consent Form is attached to this RFP (see RFP Attachment 8). The consent form shall be completed by the team member(s) identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume II.

6. Small Business Compliance in Past Performance Efforts: On the contract(s) submitted in Volume II, Past Performance, include relevant information in the PPI Tool concerning the offeror’s/joint venture member’s compliance with FAR 52.219-8, Utilization of Small Business Concerns if this clause is or was contained in the contract. When subcontracting possibilities existed on the contracts submitted by the offeror/joint venture member, address whether or not the offeror/joint venture member awarded 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. If none of the submitted contracts included these clauses, whenever subcontracting possibilities existed in the performance of these contracts, address whether or not it was the offeror/joint venture member’s policy to utilize 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. This information is required from all offerors, regardless of business size.

7. PPI Tool and Past Performance Relevancy Table (RFP Attachments 4 and 5): The offeror/joint venture member must submit information for each past performance effort in the PPI Tool and the RFP Attachment 5, Past Performance Relevancy Table. The offeror/joint venture member (if applicable) shall focus its responses in the PPI Tool and RFP Attachment 5, Past Performance Relevancy Table so that they clearly correlate past performance with the requirements of this RFP. The information must clearly describe the relevance of the effort to the work proposed. Provide the most current information for the POCs identified in the PPI Tool. At least two of the following (in descending order of availability) should be identified as current POCs in the PPI Tool:

a) Procuring Contracting Officer/Contract Negotiator or equivalent

b) Program/Project Manager, or equivalent

c) Administrative Contracting Officer/Contract Administrator or equivalent

d) Other (As specified in the PPI Tool)

If problems were encountered during the performance of the identified contracts, identify the causes of problems and actions taken to resolve those causes in the information provided in the PPI Tool for each contract identified for evaluation. Problems not addressed in the PPI Tool, 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.

8. Past Performance Questionnaire: The Present/Past Performance Questionnaire (see RFP Attachment (6)) 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 (6)) to each of the offeror’s, joint venture member’s (i.e., each entity’s) POCs identified in the PPI Tool . 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 7) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. Exert your best effort 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 the RFP for receipt of proposals. POCs may submit their completed Present/Past Performance Questionnaire electronically by following the procedures outlined in paragraph I.B. Communications above, and email to: reid.sawyer@us.af.mil and erica.carter.3@us.af.mil.

The completed questionnaires should contain the following legend:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

“Once the Present/Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror.

Therefore, any exchange/contact between the offeror/joint venture member and its own POCs in regards to comments made on the questionnaire is not permitted.”

9. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the PPI Tool or in the offeror’s Present/Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and/or through other sources, other than those listed within the PPI Tool.

10. RFP Attachment Legend: RFP Attachments 5 and 6 (Past Performance Relevancy Table and Present/Past Performance Questionnaire) must include the following legend at the top and bottom of the page:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

D. Volume III- Price: General Instructions

a. The offeror shall submit cost and pricing information in Volume 3. The offeror shall submit the price for CLIN 0442 Post Award Conference in Schedule B of the RFP. The proposed price will serve as the contract minimum order IAW FAR 52.216-19 Order Limitations.

b. Proposed unit/CLIN prices shall be rounded to the nearest whole dollar and submitted in U.S. currency. If any proposed unit/CLIN price does not meet the required rounding, the Government will round that unit/CLIN price to the nearest whole dollar. The Government adjusted unit/CLIN price will become the offeror’s proposed amount.

c. 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.

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

e. 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.

f. In accordance with DFARS 215.371-3, cost and pricing data may be required in the event only one offer is received. If no exception in FAR 15.403-1(b) applies, the cost and pricing data shall be certified.

If ENs are identified, the Government will provide them to the offeror prior to oral presentations/discussions. The offeror shall address any ENs identified for Volume III, Price, within the oral presentations/discussions. There are slides reserved for ENs in RFP (Attachment 9) Volume II - Oral Presentations for Discussions Slide Deck Template.