1._Addendum_1_Additional_Instructions_to_Offerors_Refuse_021413.pdf

FA8601-13-R-0026

Attachment 1/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. FAR 5.212-1(e), Multiple Offers is hereby deleted from this solicitation and that paragraph is marked RESERVED. FAR 52.212-(k), Central Contractor Registration is hereby deleted from this solicitation, superseded by 52.204-99 System for Award Management Registration (August 2012) (DEVIATION). The offer must include all data and information requested in 52.212-1 and these instructions and must be submitted in accordance with the provision and these instructions. The offeror shall comply with the requirements stated in the Schedule and 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: Paragraph (c) of the provision regarding the period during which the offeror agrees to hold the prices in its offer firm is amended to read 60 days vs.

30 days. 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 in Block 8 of the solicitation cover sheet Standard Form (SF) 1449 for receipt of offers.

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 Madonna J. Hart.

She may be contacted at (937) 522-4569 or via e-mail at Madonna.Hart@wpafb.af.mil. The point of contact (POC) for this acquisition is identified in Block 9 of the SF 1449 (Trisha Buddelmeyer). Questions or concerns should be addressed directly to the CO through the POC via the telephone number, fax number identified in Block 9 of the SF 1449, or e-mail to Trisha.Buddelmeyer@wpafb.af.mil (e-mail preferred). Be advised that all correspondence sent via e-mail shall contain a subject line that reads “FA8601-12-R-0026, Integrated Solid Waste.” 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-http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P216_32221 mailto:Trisha.Buddelmeyer@wpafb.af.mil

Patterson. If sending 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. Notifications to Unsuccessful Offerors/Debriefings: The CO will notify unsuccessful offerors in accordance with (IAW) FAR 15.503 and conduct pre-award and post award debriefings, if requested IAW FAR 15.505 and 15.506, respectively.

c. Site Visit: A non-mandatory site visit will be held. The assembly point for the site visit is the Hope Hotel (Bldg 823) outside of gate 12A of Wright-Patterson AFB. Interested parties shall e-mail the names of all attendees (not to exceed 2 per prospective offeror) to the POC identified herein not later than one business day prior to the site visit. In addition, the full name and address of the firm represented shall also be submitted at that time. Time and date of site visit will be listed on the FedBizOpps solicitation posting.

(i) Be advised that use of recording devices (audio, video, etc.) is prohibited during the site visit.

(ii) All questions that arise during and after the site visit must be submitted IN WRITING to Trisha Buddelmeyer (Trisha.Buddelmeyer@wpafb.af.mil) by 1:00pm EDST the next business day after the site visit. Information provided by this site visit shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing at www.fbo.gov. A record of the site visit and pre-proposal conference will be written and furnished to all prospective offerors. The document will include all questions.

(iii) A written record of the site visit will be posted on FedBizOpps under this solicitation number.

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(c)(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

Technical

Original + 4 copies

Emailed document PDF

50 Pages

II

Past Performance

Original +1 copy

Emailed document PDF 30 Pages

III

Price & Offer Documentation

Original + 4 copies

Emailed PDF document

No Limit

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:

i. 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 10. 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, etc.

ii. 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.

d. Binding and Labeling: One copy of each offer volume shall be identified as “Original.” Each volume of the offer shall be separately bound in a three-ring loose-leaf binder.

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. The same identifying data shall be placed on the spine of each binder.

4. Evaluation Factors and Offer Volume Content

a. Factor 1 - Technical:

i. Specificity and Completeness: The technical offer should be specific and complete.

Legibility, clarity and coherence are very important. Your responses to the technical factor and subfactors will be evaluated in accordance with Attachment 2, Evaluation Factors. All the requirements specified in the solicitation are mandatory. Except as provided for in paragraph 2c, Discrepancies and paragraph 4(c)(vi) of these instructions, by submission of your offer, you are representing that your firm will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in the offer. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

ii. Organization: The Technical Offer shall include a table of contents including a list of tables, figures and drawings, as applicable. The Technical Offer should also include a glossary if it will enhance the Government’s ability to understand the offer and facilitate its evaluation.

iii. Content: Provide your approach to meeting all of the performance standards of the PWS to include:

1. Quality Control Inspection System (PWS 4.1) Detail the methods for compliance with PWS 4.1 to include an inspection system addressing all service summary items, frequency of inspections, and methods for identifying, correcting, and preventing defects. Information should provide a detailed description of its quality control procedures that demonstrate an adequate understanding of the PWS requirements to include frequency of inspections and type of inspections. The quality control plan must be workable and acceptable with limited clarifications necessary.

2. Quality Control Inspection Personnel (PWS 4.1, 2.0 (SS-6)) Provide a detailed description of roles and functions established for key personnel involved with Quality Control.

3. Quality Control Records Management and Reporting (PWS 4.1, 1.5, 2.0 (SS-5)) Provide a detailed description of records management and reporting experience that clearly demonstrates what inspection records are expected to be kept by the offeror. Inspection records are to include date, time and location of inspection, signature block for the person who performed the inspection, rating of acceptable or unacceptable, area designated for deficiencies noted and corrective action taken, and total number of inspections.

4. Staffing Methodologies- Schedule (PWS Paragraph 1.1.1.1) Provide a realistic understanding of workload factors and a work schedule addressing all requirements and services listed in the PWS.

5. Staffing Methodologies- Staffing Plan (PWS 4.1-4.2) Detail a workable staffing plan which includes a schedule and sufficient number of employees to meet all requirements outlined in the PWS, including appropriate staffing plan to accommodate all services, and a notification plan for both daytime and after hour emergencies

6. Contractor Employees- Contract Manager (PWS 4.7.2) Provide Contract Manager’s resume that includes the number of years of experience, training, education, special work experience, and all required certifications to perform duties within the

PWS.

7. Contractor Employees - Sub-contractors (PWS 4.7) Provide company names and resumes of any subcontractors they intend to use to fulfill PWS requirements.

8. Equipment and Supplies List (PWS paragraph 1.1) Provide the size, number, and type of equipment and supplies provided by the offeror. The list must demonstrate an adequate understanding of the scope and size of service required in the PWS as well as an understanding of the PWS requirements.

9. Prior Experience Provide information regarding prior experience on minimum of two (2) relevant refuse service contracts/jobs performed within the past five (5) years of the issue date of the solicitation in enough detail to show:

1) Experience handling at a minimum the following tonnages annually: 4,800 Tons of Trash, 850 Tons of C+D, 450 Tons of Compost/Yard Waste, and 450 Tons of Recycling.

2) Experience handling construction debris and yard waste

3) Contingency plan for when trucks are in for routine maintenance

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

i. Provide information on Refuse 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 the 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 by the prime offeror without the subcontractor’s express written 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 by the prime contractor.

ii. Submit no more than two (2) relevant contracts/jobs performed presently or within the past five (5) years of the issue date of the solicitation. 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.

iii. 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 evaluating past performance.

iv. For all current or past contracts deemed relevant, provide the following 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.

v. 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.

vi. Past Performance Questionnaire – Distribute the Past Performance Questionnaire at Attachment 5 to all references identified in the Past Performance Volume.

Questionnaires may also be distributed to the references of subcontractors or teaming contractors when the offeror determines that their performance is relevant. The survey includes detailed instructions for completing and returning the surveys directly to the POC identified in paragraph 2a. Completed surveys are not to be submitted by or routed through the offeror. Surveys received directly from or routed through offerors will not be considered.

vii. If no past performance information is submitted as a part of the offeror’s proposal, the Past Performance evaluation factor will be rated unacceptable and subsequently the proposal will be ineligible for award.

viii. For offerors who do not have any recent relevant past performance information to submit, a statement to that effect will satisfy the requirements of the past performance volume.

c. Factor 3 – 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 in Block 8 of the SF1449. Your responses to Factor 2, Price will be evaluated in accordance with Attachment 2, Evaluation Factors.

ii Provide a completed copy of the SF1449. Complete blocks 17a, 26, 30a, 30b, and 30c of the SF1449 cover sheet. For purposes of offer submission, ignore the entry “(For Govt. Use Only)” in block 26. For each CLIN not marked “RESERVED,” enter your proposed unit price and extended amount, i.e. unit price multiplied by quantity.”

Signature by the offeror on the SF1449 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 to the solicitation, if applicable.

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

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

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 previously brought to the attention of the CO per paragraph 2c 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.

5. Additional Instructions:

The provisions at FAR 52.212-1—Instructions to Offerors—Commercial Items, Addendum 1— Additional Instructions to Offerors, Addendum 2 –Evaluation of Offers, FAR 52.212-3—Offeror Representations and Certifications—Commercial Items (Alternate I), DFARS 252.212-7000— Offeror Representations and Certifications—Commercial Items, DFARS 252.209-7999— Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law 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.