Additional Instructions to Offerors 12.22.11.pdf

FA8601-12-R-0010

Addendum 1

Additional Instructions to Offerors

1. General Instructions: This addendum to the solicitation tailors some of the terms and conditions contained in the provision at FAR 52.212-1 and provides additional instructions to offerors.

a. General Guidance: This section of the addendum provides general guidance for preparing offers as well as specific instructions on the format and content of the offer. The reference in FAR 5.212-1(e) encouraging submission of alternate proposals is hereby deleted from this solicitation and that subparagraph has been marked “reserved”. The offer must include all data and information requested in these instructions and must be submitted in accordance with these instructions. The offeror shall comply with the requirements stated in the Performance

Work Statement (PWS). Non-conformance with the instructions provided herein or in any other part of the solicitation may result in elimination of the offer from consideration for award or an otherwise unfavorable offer evaluation.

b. Offer Detail: The offer shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The offer 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 offer submitted.

c. Embellishments Not Desired: Elaborate brochures or documentation, binding, detailed artwork or other embellishments are unnecessary and are not desired.

d. Offer Acceptance and Validity Dates: The offeror shall make a clear statement in the Price & Offer Documentation Volume that the offer is valid for 60 days after the date specified on page 1 of the solicitation.

e. Disposition of Offers: In accordance with FAR 4.803(a)(10) (Contents of Contract

Files), the Government will retain one copy of all unsuccessful offers. Unless the offer requests otherwise, the Government will destroy extra copies of such unsuccessful offers.

2. Contacts, Correspondence, and Communications

a. Point of Contact: The Contracting Office (CO) for this acquisition is Mrs. Kathy Majors

She may be contacted at (937) 937-522-5599 or via e-mail at kathy.majors@wpafb.af.mil. The point of contact (POC) for this acquisition is identified on page 4 of the solicitation. Questions or concerns should be addressed directly to the

CO through the POC via the telephone number or fax number identified on page 4 of the soliciation or via e-mail to ashley.cunningham@wpafb.af.mil. Be advised that all correspondence sent via e-mail shall contain a subject line that reads “FA8601-12-R-

0010, Name of the Requirement.” 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 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P216_32221 attachments with e-mail, ensure only .PDF, .doc, or .xls documents are sent. The e-mail filter may delete any other form of attachments.

b. Debriefings: The CO will promptly notify offerors of any decision to exclude them from the competition and within 3 days of contract award will provide written notification to each offeror whose offer was not selected for award. Upon request, the CO will provide information on the basis for award in accordance with FAR 13.106-3(d) and 15.503(b)(2). An offeror that desires a debriefing regarding the basis for award shall submit a written request to the CO within

3 days after the date on which the offeror has received notification of contract award.

c. Discrepancies: Offers must conform to all of the requirements of the solicitation. If an

Offeror believes that the any part of the solicitation including but not limited to the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing directly or through the POC identified herein, per paragraph 4(a)(vi)of these instructions. The offeror is reminded that the Government reserves the right to award this effort based on the initial offer, as received, without discussion.

However, the Government reserves the right to conduct discussions if determined necessary by the CO.

3. Offer Format and Organization

a. The offer shall consist of three separate volumes as specified in the Offer Format and

Organization Table below. The volume numbers, titles, and contents shall be as specified in this table. The offeror shall submit the specified number of copies of each volume, which shall be within the specified page limits per the table below. Pricing information shall be addressed

ONLY in the Price & Offer Documentation Volume. The Government will remove and discard any pages from any other volume that contains pricing data and the information on those pages will not be evaluated.

Offer Format and Organization Table

VOLUME

VOLUME

TITLE

PAPER

COPIES

ELECTRONIC

COPIES

PAGE

LIMIT

I

Price & Offer

Documentation

Original +1 copy

Emailed PDF document

30 pages

II

Technical

Original + 1 copy

III

Past Performance

Original +1 copy

b. Page Limitations: Page limitations shall be treated as maximums. 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 tables of contents.

c. 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 the equivalent of Times New Roman, font size 11. Use at least one (1) inch margins on all four sides of the printed page. Pages in each volume shall be numbered sequentially by volume, i.e. I-1, I-2, I-3, etc.

(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 8.5 by 11 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.

d. Binding and Labeling: One copy of each offer volume shall be identified as

“Original.” A cover sheet shall be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offeror's name.

4. Evaluation Factors and Offer Volume Content

a. Factor 1 – Price: In the Price and Offer Documentation Volume, the offeror shall:

i. Provide a cover letter with its Commercial and Government Entity (CAGE) code, Data Universal Numbering System (DUNS) number, and Tax Identification number. In the cover letter, provide the name(s), title(s), telephone number(s), e-mail address(es), and fax number(s) of the individual(s) authorized to, make decisions on behalf of the offeror regarding the offer submitted, negotiate with the Government, and who can obligate the offeror contractually. Provide in the cover letter a statement that the offer and prices will remain in effect for 60 days after the date on SF 1449 for receipt of offers.

ii. Provide a completed copy of the SF1449 filling in pricing for all CLINS. Block 30a and 30b must be filled out and signed. Signature by the offeror on the SF 1449 constitutes an offer, which the Government may accept. The "original" copy shall be clearly marked per the instructions provided under 3d of these instructions.

iii. State all prices in United States Currency.

iv. Provide signed copies of the Standard Form (SF) 30, Amendment of

Solicitation/Modification of Contract for all amendments issued pursuant to the solicitation if applicable.

v. Provide completed Provisions, Representations, Certifications, Acknowledgements, and Other Statements of Offerors:

NOTE: It is the offeror’s responsibility to submit with its offer all required representations, certifications, acknowledgements, and statements required by the solicitation even if they are not reiterated in this paragraph.

vi. Submit any issues the offeror may have with the terms and conditions of the solicitation or exceptions thereto not previous brought to the attention of the CO per paragraph 2d of these instructions. Offers must conform to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and shall include the content specified in the table below. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

b. Factor 2 - Technical: In the Technical Volume, the offeror shall:

i. The proposal shall meet all mission capability/technical requirements stated in

Performance Work Statement (PWS) and elsewhere in the solicitation to be eligible for award. The offeror should provide documentation which supports all the mission capability subfactors described below. The information provided should be adequate and sufficient to allow the Government to evaluate an offeror’s technical capability.

ii. As the technical approach will primarily describe and demonstrate the capability of the offeror to fulfill all requirements stated in the PWS, technical volume should be specific and complete in every detail. The proposal shall not merely offer to perform work in accordance with the PWS. It shall outline the actual method proposed as specifically as possible.

iii. It is the offeror’s responsibility to ensure the completeness of the mission capability proposal; therefore, the technical evaluation panel for the Government has been instructed to evaluate on the basis of the information provided. The Government shall not assume an offeror possesses any capability unless specified in its proposal.

Understanding of the requirements of the PWS must be demonstrated by more than a reiteration of the PWS. Repeating the PWS without sufficient elaboration will not be acceptable. Statements such as “the offeror understands,” “can or will comply with all the requirements of the PWS,” “standard procedures will be employed,” etc., are insufficient.

The specific topics to be addressed in Factor 2 are as follows:

Subfactor 2-1:

Description: Proof of Authorized Service Partner Status to sell, configure and consult with Liebert and Powerware systems.

Subfactor 2-2:

Description: Preventive Maintenance – This subfactor will evaluate the offeror’s approach to providing a Preventive Maintenance Plan with standards specified in the Performance Work Statement (PWS) paragraph 1.2.1, Preventive

Maintenance.

Subfactor 2-3:

Description: Emergency Maintenance – This subfactor will evaluate the offeror’s approach to providing emergency maintenance with standards specified in the Performance Work Statement (PWS) paragraph 1.2.2, Emergency

Maintenance.

Subfactor 2-4:

Description: Special Qualifications – This subfactor will evaluate whether all contractor technicians possess the certifications specified in PWS paragraph

1.2.3.3, Special Qualifications.

c. Factor 3- Past Performance: In the Past Performance Volume, the offeror shall:

i. Offerors shall provide the past performance questionnaire (attached to the solicitation) to their references. The offerors shall instruct their references to complete the questionnaire and submit DIRECTLY to the point of contact identified on page 3 of the soliciation by the due date identified on page 3 of the solicitation. Questionnaires received directly from the offeror, subcontractor, or teaming contractor will not be accepted. Questionnaires that are routed through the offeror, subcontractor, or teaming contractor from their references will not be accepted.

ii. Offerors shall submit information on contracts they consider relevant in demonstrating their ability to perform all requirements of the PWS. This information may include data on efforts performed by other divisions, corporate management, and critical subcontractors or teaming contractors, if such resources will significantly influence the performance of the PWS requirements. If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with same partner.

If this is a first time joint effort, each party to the arrangement must provide a list of past and present relevant contracts and provide questionnaires to their references. Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. Provide with the proposal a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

iii. Offerors with vast numbers of relevant contracts to select from shall submit no more than six (6) relevant contracts/jobs performed presently or within the past five (5) years. Offerors are required to explain what aspects of each contract are deemed relevant to the proposed effort. Offerors are permitted, but not required, to submit information on significant achievements or explain past problems considered relevant to the PWS requirements.

iv. In addition to the data provided by each offeror in this part of the proposal, the

Government may use data obtained from other sources (Past Performance

Information Retrieval System, other Government sources, commercial sources, etc.) in the development of the Integrated Past Performance Assessment rating.

v. For all current or past contracts deemed relevant, provide all the information requested:

Administrative Data

1. Company/Division Name

2. Program Title

3. Contracting Agency

4. Contract Number

5. Type of Contract (Fixed Price)

6. Dates Performed

7. Contract Value (including any option years)

8. Name, Address & Telephone/Fax Number of Government

Program Director/Manager, Administrative Contracting Officer (ACO) or

CO.

vi. Relevancy Data: Indicate the percentage of service actually performed by the offeror (prime), subcontractor (if applicable), and teaming contractors (if applicable). This information indicates the volume of required service actually performed by the offeror and company(ies) other than the offeror on past or current contracts in relation to Relevancy. When applicable, provide the name of the company for each subcontractor or teaming contractor. The offeror may provide clarifying comments in relation to Relevancy.

vii. Past Performance Questionnaire – Offerors shall distribute the Past

Performance Questionnaire to all references provided in the Past Performance

Proposal. Questionnaires may also be provided to the references of subcontractor or teaming contractors for submission directly to the contracting office when the offeror determines the submission will support the offeror’s

Relevancy data.

viii. Instruct all references to complete the questionnaires and return them directly to 2d Lt Ashley Cunningham at: Ashley.Cunningham@wpafb.af.mil.

Questionnaires may also be faxed or mailed to 1940 Allbrook Drive, Room

109, Wright-Patterson AFB OH 45433. Fax number is 937-656-1412 (must have "ATTN: Lt Ashley Cunningham). Email is preferred.

ix. Offerors shall ensure completed questionnaires are received not later than

12:00 PM EST on 6 Jan 2012.

x. For those offeror’s who do not have any relevant past performance information to submit, a statement to that effect will satisfy the requirement for a past performance volume.

5. Additional Instructions:

The provisions at FAR 52.212-1 – Instructions to Offerors – Commercial Items, this addendum to the solicitation, Addendum 2 Evaluation of Offers, FAR 52.212-3 – Offeror Representations and Certifications – Commercial Items (Alternate I), and DFARS 252.212-7000, Offeror

Representations and Certifications – Commercial Items will be physically removed from any resultant award and will be considered incorporated by reference.

Regarding the clause at 52.228-5 – Insurance Work on a Government Installation, see FAR

28.307 for minimum insurance requirements.

mailto:Ashley.Cunningham@wpafb.af.mil