Attachment4_SectionLFinal.pdf

Source Selection Information -- See FAR 2.101 and 3.104

CONTROLLED UNCLASSIFIED INFORMATION

SSP Attachment 04 – Section L, Instructions, Conditions, and Notices to Offerors

I. 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 noncompliance with the terms and conditions of the RFP may cause their proposal to be determined to be noncompliant and therefore not considered eligible for award. If a joint venture arrangement exist 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. Likewise, if a teaming arrangement exists for this acquisition, the offeror shall provide a copy of the teaming agreement that is signed and dated by all the teaming members as part of the proposal submission. Offerors shall submit only one (1) proposal for the Flight Line Tow Tractor request for proposal (RFP) as the Government will review only one proposal per offeror. Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the Addendum to the solicitation. Proposals must be received by AFLCMC/WNKAC, Support Equipment and Vehicles, Mobility/Vehicle Contracting Office, Attention:

Timothy Hudson or Michael Carter, 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. 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 electronically at DoD Secure Access File Exchange Service, DoD SAFE (https://safe.apps.mil). Contractor shall notify the Government 14 days in advance to receive the drop-off request email through DOD Safe.

II. Volume Organization

A. General: Proposals shall be submitted to the Government in two (2) separate volumes as set forth below:

VOLUME PAGE LIMITS FORMAT DESCRIPTION

I Not Applicable 1 Electronic* Completed RFP with clauses II Not Applicable 1 Electronic* Past Performance

*Offeror shall virus scan all media before submittal to Government.

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, etc. Proposals shall be in English language and monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 12. Paper size shall be 8 ½” x 11”, excluding any drawings, diagrams, illustrations and/or supporting empirical data, graphs, charts, etc. which may be 8 ½” x 14”.

Each volume (or section) within the proposal shall be separately 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. 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.

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

6. Mailed or hand-delivered proposal packages will not be accepted. Proposal packages must be submitted via DoD SAFE at https://safe.apps.mil. In order to submit the proposal package, the offeror shall send an email to both the Contracting Officer (Timothy Hudson) and Contract Specialist (Michael Carter) identified above and request a DoD SAFE drop-off link. Once the Contracting Officer and/or Contract Specialist receive the request, a drop-off link will be sent to the offeror to upload and send the proposal submittal. It must be noted that the proposal submittal, and not the request for drop off link, must be received by either the Contracting Officer and/or Contract Specialist by the proposal due date and time.

Should the DoD SAFE proposal submittal be received after the proposal due date and time, the proposal will be considered late in accordance with FAR 15.208(b).

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.

C. Volume II - Past Performance

1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture/teaming member in accordance with the format contained in the “FACTS Sheet” (See RFP Attachment A, Facts Sheet) and the following paragraphs. A joint venture is defined as a contractual agreement joining together two (2) or more parties to undertake a particular business transaction or project and is intended to exist for a limited time period. The individual entities may retain their individuality and operate under a joint venture agreement or the joint venture creates a separate corporation, limited liability company, or membership. A teaming arrangement is defined as a written agreement between a small business offeror with one or more other small business concerns to have them act as its subcontractors under a specified Government contract. The written agreement must set forth the different responsibilities, roles, and percentages (or other allocations) of work as it relates to the acquisition. A subcontractor teaming member's past performance will only be evaluated in accordance with 13 C.F.R. 152.2(g). The evaluation WILL NOT include the past performance of any subcontractor(s), vendors, or suppliers key personnel even though they may perform major or critical aspects of this requirement. Further, the evaluation WILL NOT include the past performance of any predecessor companies, affiliates, other divisions or corporate management even though they may perform major or critical aspects of this requirement.

2. Past Performance Format: The requested past performance information shall be provided in a separate volume labeled “Volume II – Past Performance Information.” A summary page shall be provided describing the role of the offeror and joint venture/teaming member describing the nature of work, criticality of work, and percentage of overall work. Offeror’s/joint venture/teaming members shall complete a separate FACTS Sheet for a minimum of three (3) of its active or completed contracts, with preferably at least one year of performance history, in the past six (6) years that the offeror/joint venture/teaming member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds three (3), the offeror shall address its three (3) most recent and relevant efforts.

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).

When determining what order (or series of orders) to submit for evaluation, please reference, Evaluation Factors for Award, Paragraph II.C.4 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 Evaluation Factors for Award paragraph II.C.4 Note and II.C.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 FACTS Sheet (RFP Attachment A). Please ensure the information submitted, in the FACTS Sheet (RFP Attachment A), 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 dollar value, period of performance, and quantity produced, for each order or series of orders. See paragraph II.C.3.1 below 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 shall list the orders under the basic ordering type contractual vehicle that demonstrate relevancy, as defined in the Relevancy Definitions in Evaluation Factors for Award paragraph II.C.4. Per the Note in Evaluation Factors for Award paragraph II.C.4, relevancy consists of not only technical complexities, but programmatic/logistical considerations. The programmatic/logistical considerations include dollar value, length of effort, and quantity produced. If an offeror submits a series of orders for evaluation, the total dollar value of each order (in the series of orders), the period of performance dates of each order (in the series of orders), and the total quantity produced on each order (in the series of orders) shall be submitted. The total dollar value of each order (in the series of orders) shall be added up to calculate the Total Dollar Value to be used in the evaluation, for the submitted effort. 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 total quantity produced on each order (in the series of orders) shall be added up to calculate the Total Quantity Produced to be used in the evaluation, for the submitted effort.

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 provided to verify that the series of orders is for the same continuous technical scope.

4. Key Personnel: The evaluation WILL NOT include the present/past performance of any key personnel, even though they may perform major or critical aspects of this requirement.

5. Teaming Member/Joint Venture Consent Form: In addition to the information provided in the FACTS Sheet (see RFP Attachment A) 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 E). 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. A subcontractor teaming member's past performance will only be evaluated in accordance with 13 C.F.R. 125.2(g).

Critical Subcontractors/Subcontractors: The evaluation 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.

6. Small Business Compliance in Past Performance Efforts: On the three (3) contracts/efforts submitted in Volume II, include relevant information concerning the offeror’s/joint venture/teaming member’s compliance with FAR 52.219-8, Utilization of Small Business Concerns or, if this clause was contained in any of the three

(3) contract efforts identified in Volume II, Past Performance Information of the offeror’s proposal. Offerors are advised that FAR 52.219-8 does apply to ALL businesses. When subcontracting possibilities existed on the contracts submitted by the offeror/joint venture/teaming member, address whether or not the offeror/joint venture/teaming 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/teaming 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.

7. FACTS Sheet: The offeror/joint venture/teaming member shall focus its FACTS Sheet responses so that they clearly correlate present and past performance with the requirements of this RFP. The FACTS Sheet responses must clearly describe the relevance of the effort to the work proposed. The answering space on the FACTS Sheet may be expanded so that the filled-in FACTS Sheet for each relevant contract covers no more than both sides of three (3) 8 ½ x 11 inch pages (See paragraph 2, Relevancy Table and N. of the FACTS Sheet.) Provide the most current information for the Points of Contact (POCs) identified on the FACTS Sheets. At least two of the following (in descending order of availability) should be identified as current POCs on the FACTS Sheets:

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 your FACTS Sheet)

If problems were encountered during the performance of the identified contracts, provide evidence of the 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. Problems not addressed in the FACTS Sheet, 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 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 B) to each of the offeror’s, joint venture member’s (i.e., each entity’s) 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 D) 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 either electronically or by mail. If sending electronically, follow the procedures outlined in paragraph I.B. Communications above, and email to:

timothy.hudson@us.af.mil and michael.carter.78@us.af.mil. If mailing, the POCs may return the completed questionnaires via mail directly to:

Support Equipment & Vehicle Division

AFLCMC/WNKAC

Attn: Timothy Hudson/Michael Carter 235 Byron St, Ste 19A, Bldg 300 Robins

AFB, GA 31098-1670

If mailing, the outside envelope must be marked as follows:

NOTE: TO BE OPENED BY ADDRESSEE ONLY

The completed questionnaires should be contained in a second envelope marked with the mailing address and 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/teaming member and its own POCs in regards to comments made on the questionnaire is not permitted.

9. Client Authorization Letter: 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 C). 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 the RFP due date.

10. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the FACTS Sheets 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 FACTS Sheets.

mailto:timothy.hudson@us.af.mil mailto:michael.carter.78@us.af.mil

11. RFP Attachment Legend: RFP Attachments A and B (FACTS Sheet 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:

1. General Instructions A. The offeror shall submit cost and pricing information in Volume III. The offeror shall complete the

RFP Attachment G Price Spreadsheet in addition to Schedule B in the RFP. If discrepancies between RFP Attachment G and Schedule B arise, the prices in the RFP Attachment G will take precedence.

B. Proposed unit/CLIN prices shall be rounded to the nearest whole dollar. 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.

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