ATCH_5_Instructions_to offeror LPTA-CDC_revised_13apr10.doc

FA8601-10-R-0019

CDC CUSTODIAL SERVICES

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS

1. INFORMATION AND INSTRUCTIONS FOR PROPOSAL PREPARATION

a. Program Structure and Objectives: The requirement is for the contractor to furnish all personnel, supervision, equipment, tools, materials, supplies and services, except for those specified under Section 3 of the PWS, necessary to perform custodial services for the Child Development Center (CDC) at Wright-Patterson AFB, Ohio in accordance with the Performance Work Statement (PWS).

b. A site visit is tentatively scheduled for 10 June 2010. Upon notification of the site visit date/time, attendees shall meet at the Child Development Center (Bldg 933) in the Prairies Housing Area of Wright-Patterson AFB (see attached map of Prairies) NLT 8:45 hours A.M (EST). This site visit is not mandatory. Interested parties shall e-mail the names of all attendees (not to exceed two per company) to the Contract Specialist, Ms. Jacque Davis, at jacque.davis@wpafb.af.mil, no less than two days prior to the site meeting. In addition, the full name and address of the company represented shall also be submitted at that time. Be advised that use of recording devices (audio, video, etc.) are prohibited during the site visit.

Any information provided by the Government at the site visit shall not qualify the terms and conditions of the solicitation and specifications.

Terms and conditions of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If necessary, the Government may issue amendments to the solicitation after the site visit in accordance with FAR 15.206, Amending the Solicitation.

A written record of the site visit will be posted on the Fed Biz Opps website. Be advised that all questions pertaining to the solicitation and or site visit shall be submitted in writing to the contract specialist. No questions shall be answered at the time of the site visit. Also, Government representatives may not discuss or comment on price/cost or provide any clarification at any time in during the site visit.

c. General Instructions

(1) This section of the Instructions to Offerors (ITO) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The offeror's proposal shall include all data and information requested herein and shall be submitted in accordance with these instructions. A point of contact, phone number, and email address of an individual within your company authorized to make contractual decisions for your company should be provided with your proposal.

All required elements of the Request for Proposal (RFP) shall be submitted by the offeror with their proposal no later than the date/time shown in block 8 of the Standard Form 1449, Solicitation/Contract/Order for Commercial Items. Any offeror that submits an offer that is incomplete, does not comply with requirements stated in the PWS or otherwise does not conform to the requirements specified herein may result in the offeror being removed from consideration for award

(2) 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 and experience, and will base its evaluation on the information presented in the offeror's proposal.

(3) All questions that reference this solicitation shall be submitted to Jacque Davis, Contract Specialist, e-mail: Jacque.Davis@wpafb.af.mil by 14 June 2010 at 10:00 Eastern Standard Time (EST). Any questions received after this time will not be considered unless it reveals a flaw that potentially impacts the proposal evaluation process or contract performance. All Proposals SHALL BE HAND-DELIVERED OR MAILED to Jacque Davis at the address listed below in section 3d by the closing date and time shown in Block 8 of the SF 1449

(4) Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

(5) The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid for 120 days starting from the date specified for receipt of offers

(6) In accordance with FAR Subpart 4.8 - Government Contract Files, the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

3. General Information

a. This Addendum prescribes the format for proposals and describes the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of information essential to the understanding and comprehensive evaluation of proposals. The instructions permit the inclusion of any additional data or information an offeror deems pertinent within the stated page limitations. Offerors are cautioned to follow the detailed instructions fully and carefully, as the Government reserves the right to make an award based on initial proposals received, without discussion of such proposals. However, if deemed necessary, and at its sole discretion, the Government may request additional information from offerors clarifying or supplementing, but not substantially changing, any proposal as submitted.

b. To ensure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are required to submit all documentation/information detailed herein, including terms and conditions, representations and certifications, and technical requirements. Failure to submit all required documentation/information may result in a proposal being ineligible for award. In submitting a proposal, offerors are agreeing to the terms and conditions as written in the entire solicitation. The reference in FAR 5.212-1(e) encouraging submission of alternate proposals is hereby deleted for this solicitation and that subparagraph has been marked “reserved”. The proposal shall consist of two separate parts; Part I – Mission Capability Proposal, Part II - Price Proposal. Offerors shall submit an original complete proposal and one exact copy as described below. All pages in excess of the stated limitations in Table 3g below will be removed and disregarded during the evaluation.

c. Any proposal that modifies, or fails to conform to the essential requirements or specifications of the Request for Proposal (RFP) may cause the proposal to be judged unacceptable resulting in the offer being removed from consideration for award. Any aspect of the proposal judged to be unacceptable renders the entire proposal unacceptable. If your proposal is determined to be unacceptable, upon completion of proposal evaluations you will be notified promptly of the basis of the determination.

d. Proposals shall be submitted to:

88 CONS/PKB

ATTN: Jacque Davis 1940 Allbrook Dr, Ste 3, Rm 109

WPAFB AFB OH, 45433-5309

Only questions or concerns can be sent via the email address above or via fax at 937-257-3926 or 937-656-1412 referencing solicitation number FA8601-10-R-0019. Be advised that all correspondence sent via e-mail shall contain a subject line that reads “FA8601-10-R-0019, CDC Custodial Service.” Note that e-mail filters at Wright-Patterson are designed to filter e-mails without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files). Therefore, if this subject line is not included, the e-mail may not get through the e-mail filters. Also be advised that .zip or .exe files are not allowable attachments and may be deleted by the e-mail filters at Wright-Patterson. Proposals may be mailed, overnight mailed, hand-carried, or faxed to the above address so they are received by the contracting office by the due date and time.

e. Debriefings: The Contracting Officer (CO) will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505 – Pre-award Debriefing of Offerors. The Contracting Officer (CO) will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506 – Post Award Debriefing of Offerors. Upon such notification, unsuccessful offerors may request and receive a debriefing within three (3) days of notification of being unsuccessful. Offerors desiring debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

f. Discrepancies: Offerors shall immediately notify the CO in writing with supporting rationale, via the POC identified in paragraph 3d above if an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unclear or unsound. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

g. Organization/Number of Copies/Page Limits: The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 3g 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 in Table 3g. The attachments identified in the table should be separately bound in three-ring, loose-leaf binders, as necessary. The contents of each proposal volume is described in the ITO paragraph as noted in the table below.

Table 3g - Proposal Organization

Number

COPIES

PAGE LIMIT

h. Page Limitations: Page limitations shall be treated as maximums. Attachments to Volume I are limited to certifications, training verifications, and equipment lists. There is no page limit for Volume I attachments. If exceeded, the pages in excess of the above limitations will be removed and disregarded during the evaluation. When both sides of a sheet display printed material, it shall be counted as 2 pages. Each page shall be counted except the following: Covers, tab dividers, title pages, glossaries, and table of contents. Additionally resumes submitted are not included in the total count and may be single-spaced.

i. Cost or Pricing Information: All cost or pricing information shall be addressed ONLY in the Cost/Price Proposal Volume. All dollar amounts provided in response to these instructions shall be stated in United States (U.S.) currency.

j. Page Size and Format:

(1) Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than font size 10. Use at least one (1) inch margins on all four sides of the printed page. Pages shall be numbered sequentially by volume.

(2) Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics - not for pages of text.

k. Binding and Labeling: Each volume of the proposal should be separately bound in a three-ring loose-leaf binder. A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offeror's name. The same identifying data should be placed on the spine of each binder.

l. Distribution: The "original" proposal shall be identified. Proposals shall be addressed and mailed to the address shown in 3c above.

4. Proposal Content

a. FACTOR 1 - Volume I – Mission Capability Proposal

(1) The mission capability proposal (Volume I) SHALL NOT make reference to cost or price data. It will be evaluated strictly on mission capability merit ONLY.

(2) Mission Capability Proposal Requirements: As your mission capability proposal will primarily describe the capability of your organization to perform the requirements of the contract, it should be specific and complete in every detail. A positive statement to the fact that you will accomplish all requirements per the PWS is not acceptable. The proposal shall not merely offer to perform work in accordance with the PWS, but shall outline the actual method proposed as specifically as possible. It is the offeror’s responsibility to ensure the completeness of the mission capability proposal; therefore, the technical review team for the Government has been instructed to evaluate on the basis of the information provided in the mission capability proposal. The Government shall not assume that an offeror possesses any capability unless specified in the proposal. All requirements specified in the PWS are mandatory. By submission of a proposal, the offeror represents that they will perform all requirements specified in the PWS.

(3) Mission capability proposal shall, as a minimum, contain the information specified below in accordance with the following general outline:

SUB-FACTOR 1 – QUALITY CONTROL (PWS para 2.1):

ELEMENT 1.1 - Quality Control Plan (PWS para 2.1.2). The offeror shall submit detailed quality control plan, which demonstrates that custodial services will be consistently performed in accordance with (IAW) the requirements of the PWS.

SUBELEMENT 1.1.1 - Inspection System (PWS para 2.1.2.1). The offeror shall submit witten procedures for the inspection system to include the title of the individual who shall oversee the program, the title of the individual(s) who shall perform the inspections, location of inspection records/key control logs, and acknowledgement by the contractor that all said documentation shall be maintained at the designated location and made available to the government at all times during the term of the contract.

SUBELEMENT 1.1.2 - Deficiency Prevention (PWS para 2.1.2.2). The offeror shall submit a description of the methods for identifying and preventing defects in the quality of service performed before the level becomes unacceptable and is recorded on an inspection form.

SUBELEMENT 1.1.3 - Inspection Record (PWS para 2.1.2.3). The offeror shall include an inspection record.

SUBELEMENT 1.1.4 - Notification Plan (PWS para 2.1.2.4). The proposal shall include a notification plan for daytime/after hour’s point-of-contact for snow removal. Plan shall be updated as changes occur. The plan shall also include a statement indicating what method will be used to notify personnel.

SUB-FACTOR 2 – KEY CONTROL SYSTEM/DAILY LOG (PWS para 4.18). The offeror shall submit a detailed description of its key control/entry access card accountability system that will ensure all keys/entry access cards issued to the contractor and its personnel are secured and accounted for at all times.

SUB-FACTOR 3 - SCHEDULING METHODOLOGIES (PWS para 4.19)

ELEMENT 3.1 - Work Schedule. The offeror shall submit a work schedule that demonstrates an understanding of the work to be performed in the PWS. The work schedule shall also address Snow and Ice Removal.

ELEMENT 3.2 - Staffing Plan. The offeror shall submit a workable staffing plan for each category of cleaning.

SUB-FACTOR 4 - EQUIPMENT AND SUPPLIES (PWS para 1.5)

SUBFACTOR 4.1 - Equipment. The proposal shall include an equipment list.

SUBFACTOR 4.2 - Supplies. The proposal shall include a supply list.

SUB-FACTOR 5 – PAST EXPERIENCE

(a) The proposal shall include information on contracts the offeror considers relevant in demonstrating their ability and experience necessary to perform all requirements of the PWS

b. FACTOR 2 - Volume II – Price Proposal: Care should be exercised to ensure that the mission capability volume of the proposal does not include any estimated cost or price data. This section price proposal (Volume II) of the proposal should include only the following:

(1) A signed and dated Standard Form 1449 with all required fill-ins completed on Continuation Sheet, Schedule of Services to include all unit prices and extended amounts for CLINS 0001 – 4020, including the total proposed contract price in Block 26 of page 1 on the SF1449. Note that those CLINS without quantities or marked RESERVED, i.e., 0001-0002, 0008-0019, 0020, 1001-1002, 1008-1019, 2001-2002, 2008-2019, 3001-3002, 3008-3019, and 4001-4002, 4008-4019, do not require any pricing to be included on the SF 1449 as these are reserved CLINs.

(2) Submit a signed Standard Form 30, Amendment of Solicitation/Modification of Contract for all amendments, if applicable.

(3) Complete and provide a copy of the required Offeror Representations and Certifications specified in the solicitation as listed below. Note: this is required whether or not Representations and Certifications are filed on the Online Representations and Certification Application (ORCA) website).

Reference

Representations/Certifications

Date

FAR 52.212-3

Offeror Representations and Certifications -

Aug 2009

Commercial Items with Alt I

DFARS 252-212-7000

Offeror Representations and Certifications –

Jun 2005

Commercial Items

(4) Complete Exhibit A, Bid Schedule shall be completed and submitted with the proposal. As square footage requirements and building requirements may change during the life of the contract, a variation in quantity of plus/minus 10 percent is included. In order to determine any price adjustment due to square footage changes during the life of the contract award, Exhibit A, Bid Schedule will be used to determine the adjustment by multiplying the price per square foot, shown on Exhibit A by the estimated monthly square footage amount. Prices shown per Level of Service shall have a direct correlation between these prices shown on the Bid Schedule and those shown on the SF 1449. Offerors are advised that the per occurrence square footages on the Bid Schedule for the levels of service include both carpet and hard floor square footages for facility cleaning for each level of service. However, Appendix B of the PWS reflects the Estimated Square Footages and Cleaning Levels for each building and will not reflect a combined carpet and hard floor total.

(5) A statement that the offeror and all subcontractors shall be in compliance with the Service Contract Act (SCA) of 1965, as amended. For certain labor categories, the PWS provides the Government’s assessment of the corresponding titles and occupational codes from the SCA Directory of Occupations. The minimum qualification requirements set forth in the PWS allow the offeror to propose either SCA or non-SCA covered personnel for certain labor categories. The Government is not making a predetermination of whether or not a particular labor category is SCA; or, if covered, which category from the Directory of Occupations applies. It is the responsibility of the offeror and the subsequent contract awardee to comply with the SCA.

(6) Required Statement Regarding Expiration Date of Proposal: A statement shall be provided that the proposal and prices will remain in effect for 120 days after solicitation closing date. Include this statement on the cover letter or last page of Pricing Proposal.

(7) Provide a letter with the Company Commercial and Government Entity (CAGE) code, DUNS number, Tax ID number, email address, telephone and facsimile (FAX) number and point of contact for an individual within their organization able to make contractual decisions.

ATTACHMENT 5

13 April 2010