ATCH_6_Instructions_to_offeror.pdf

NMUSAF Custodial Services

FA8601-10-R-1000

ATCH 6

25 August 2009

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 National Museum of the United States Air Force (NMUSAF) at Wright-Patterson AFB, Ohio in accordance with the Performance Work Statement (PWS).

b. A non-mandatory site visit will be held on Monday, 25 January 2010 at 9:00 am (EST). Attendees will meet at the National Museum of the United States Air Force (NMUSAF), 1100 Spaatz Street, Wright-Patterson AFB, Ohio, NLT 8:45 hours A.M (EST) on the date of the site visit. Driving directions can be found at http://www.nationalmuseum.af.mil/. Interested parties shall e-mail the names of all attendees (not to exceed two per company) to the Contract Specialist, Mr. Paul Loede, at Paul.Loede@wpafb.af.mil one day prior to the site visit (22 January 2010). 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.) is prohibited during the site visit.

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

(2) 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.

(3) A written record of the site visit will be posted on Fed Biz Opps and PIXs websites. 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 Paul Loede, Contract Specialist, e-mail: Paul.Loede@wpafb.af.mil , no later than 8:30 am (EST) on 27 January 10. Any question received after this date will not be considered unless it reveals a flaw that potentially impacts the proposal evaluation process or contract performance.

ATCH 6

25 August 2009

(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.

2. 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. Point of Contact (POC): Address all questions or concerns in writing to:

88 CONS/PKB

ATTN: Paul Loede 1940 Allbrook Dr, Ste 3, Rm 109

WPAFB AFB OH, 45433-5309

(1) Questions or concerns can be sent via e-mail to Paul.Loede@wpafb.af.mil or via fax at 937- 257-3926 or 937-656-1412 referencing solicitation number FA8601-10-R-1000. Be advised that all correspondence sent via e-mail shall contain a subject line that reads “FA8601-10-R-1000, National Museum of the United States Air Force (NMUSAF) 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. If sending packages via e-mail, ensure only .PDF, .doc, or .xls documents are sent. The e-mail filter may delete any other form of attachments.

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

ATCH 6

25 August 2009

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. 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 are described in the ITO paragraph as noted in the table below.

Table 3g - Proposal Organization

VOLUME

ITO

Paragraph

Number VOLUME TITLE

PAPER

COPIES

PAGE LIMIT

I 4a Mission Capability Proposal

Original + 2 copies 200 plus attachments

II 4b Price Proposal Original +1 copy 125

h. Page Limitations: Page limitations shall be treated as maximums. Attachments to Volume I are limited to certifications, training verifications, and equipment lists. 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. There is no page limit for Volume I attachments.

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.

ATCH 6

25 August 2009

l. Distribution: The original proposal shall be identified. Proposals shall be addressed and mailed to the address shown in 2d above.

3. PROPOSAL CONTENT

A. 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.

(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:

FACTOR 1 - Notification Plan (PWS para 1.5.1). 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.

FACTOR 2 - Quality Control (PWS para 1.5.2):

SUBFACTOR 1.1 - Quality Control Plan (PWS para 1.5.2). 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. As a minimum, the quality control plan shall include:

(a) Title(s)/name(s), duties and responsibilities of individual(s) who will oversee the program.

(b) Title(s)/name(s), duties and responsibilities of individual(s) that will perform the inspections.

(c) Title(s)/name(s), duties and responsibilities of other key personnel involved in quality control.

(d) Description of how quality will be maintained throughout the life of the contract and how defects will be prevented, identified, corrected and prevented from reoccurring.

(e) Identification of all facilities, locations and areas to be inspected on a scheduled basis, including, but not be limited to, task and frequency charts of the performance of work; frequency (daily, weekly, monthly, etc.) of inspections; and type of inspections (periodic surveillance, 100% inspection, statistically random inspection, etc.).

(f) Description of inspection records including what inspections are conducted, when they are to be conducted, how their results and any necessary corrective actions are to be documented. Description shall also include the location of inspection records and key control logs and an acknowledgement that the quality control plan, with all of its related documentation, and key control logs shall be maintained at the designated location and shall be available to the Government at all times throughout the life of the contract. The description of inspection records shall also include a sample of each inspection/observation record that reflects the characteristic or element

ATCH 6

25 August 2009 inspected, type of inspection, date/time of the inspection, number of observations, number of defects observed and the overall inspection status (e.g. pass/fail, acceptable/unacceptable).

ELEMENT 1.1.1 - Inspection System (PWS para 1.5.2.1). 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.

ELEMENT 1.1.2 - Deficiency Prevention (PWS para 1.5.2.2). 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.

ELEMENT 1.1.3 - Inspection Record (PWS para 1.5.2.3). The offeror shall include an inspection record which reflects the following information:

(a) Date, time, and location (Building number) of the inspection.

(b) Title and signature block for the person who performed the inspections.

(c) Ratings of acceptable or unacceptable for all work performance inspected.

(d) Areas (Room number, Section, etc.) found to be deficient and corrective action taken.

(e) Total number of observations and defects.

(f) Type of inspection (Periodic surveillance, 100% inspection, statistically random inspection, etc.)

(g) Frequency (Weekly, Monthly, Daily, etc.) of inspection.

ELEMENT 1.1.4 - Key Control System/Daily Log (PWS para 1.5.2.4). 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. The description of the proposed system shall include the means by which the contractor will document and track incidences of loss, theft, duplication or other compromise of keys/entry access cards and notification of the Contracting Officer (CO) and Quality Assurance Personnel (QAP) within 24 hours of occurrence. Daily log shall include the following:

(a) Key Number/Identification

(b) Printed name and signature of employee.

(c) Date and time key was signed out and signed back in.

(d) Annotation to the fact that a key/entry card number/identification was lost/ stolen/ possible duplicated and the CO and QAP will be notified within 24 hours of occurrence, in writing.

FACTOR 3 - SCHEDULING METHODOLOGIES (PWS para 1.5.8)

SUBFACTOR 3.1 - Work Schedule. The offeror shall submit a realistic work schedule that demonstrates an understanding of the work to be performed by addressing all requirements specified in the PWS. As a minimum the work schedule shall reflect all building numbers; in accordance with the Minimum Frequency Standards on Appendix A, for each level of service as defined in Appendix C, and in accordance with the completion times shown in the PWS paragraph 1.5.8. The work schedule shall also address Snow and Ice Removal.

SUBFACTOR 3.2 - Staffing Plan. The offeror shall submit a workable staffing plan for each category of cleaning by building that includes a schedule and an adequate number of employees for all shifts.

The plan shall include manning information for each level of service as defined in Appendix A, Minimum

ATCH 6

25 August 2009

Frequency Standards. The plan shall permit for adjustments from one level of service to another

FACTOR 4 - EQUIPMENT AND SUPPLIES

SUBFACTOR 4.1 - Equipment (PWS para 1.5.12.1) . The proposal shall include an equipment list which reflects the Type, unit size (5hp, small, 6ft, etc,), and quantity of items to be maintained and used in performance of this contract.

SUBFACTOR 4.2 - Supplies (PWS para 1.5.12.2). The proposal shall include a supply list which reflects the type, unit Size (12oz, 100/box, etc.), purchase size (12/case, etc.), and estimate monthly usage (6/cases. 12/each, etc.) to be maintained and used in performance of this contract

B. 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. In order for the Price Proposal, Volume II, to be considered complete, at a minimum, the offeror shall:

(1) Submit a signed and dated Standard Form 1449 with all required fill-ins completed on ContinuationSheet, 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, i.e., 0003, 0004, 0007, 0008, 1003, 1004, 1007, 1008, 2003, 2004, 2007, 2008, 3003, 3004, 3007, 3008, 4003, 4004, 4007, 4008 do not require any pricing to be included on the SF 1449 as there currently is no requirement for these CLINs at this time.

(2) Submit 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 listed below. (Note this is required whether or not Representations and Certifications are filed on the Online Representations and Certifications 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 the Exhibit A, Bid Schedule and submit with their 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 on the Exhibit Line Items (ELINs) shall have a direct correlation between the prices shown on the Bid Schedule and those shown on the SF 1449.

(5) Provide 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.

ATCH 6

25 August 2009

(6) Provide a statement that the proposal and prices will remain in effect for 120 days after solicitation closing date.

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